ONLY ONE GUIDE FOR POSTAL EXAM

K BAPU

Copyright © K Bapu All Rights Reserved. ISBN 978-1-68586-325-8 This book has been published with all efforts taken to make the material error-free after the consent of the author. However, the author and the publisher do not assume and hereby disclaim any liability to any party for any loss, damage, or disruption caused by errors or omissions, whether such errors or omissions result from negligence, accident, or any other cause. While every effort has been made to avoid any mistake or omission, this publication is being sold on the condition and understanding that neither the author nor the publishers or printers would be liable in any manner to any person by reason of any mistake or omission in this publication or for any action taken or omitted to be taken or advice rendered or accepted on the basis of this work. For any defect in printing or binding the publishers will be liable only to replace the defective copy by another copy of this work then available.

Contents 1. Post Office Guide Part - I

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2. Post Office Guide Part - Ii

34

3. Updated Sb Orders Issued By Directorate

42

4. Premium Product And Services

96

5. Basic Terminologies Related To It Modernization Project Of Dop

120

6. Postal Manual Volume Vi, Part -i

129

7. Postal Manual Volume Vi, Part -iii

134

8. Postal Manual Volume Vii

144

9. Postal Manual Volume V

162

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CHAPTER ONE

POST OFFICE GUIDE PART - I Six members:1. Personnel 2. Operations 3. Technology 4.PLI 5.Planning & HRD 6. Banking Ticks: P3-O-B-T

BASE CIRCLE: *To cater the postal communication needs of the Armed Forces. *value payable articles and money orders can be booked to the address of Army post offices. *Head of Army postal service-ADG APS New Delhi.

NIGHT POST OFFICE: *the working hours of the post offices are generally fixed by the HOC. *D. G may extend the working hours up to 8.30 PM open on Sunday also. *book registered articles, VP articles and sell IPO & Postage stamp. *Dep to SB a\c opens up to 7PM on week days *Sunday, national holidays, po holidays work 10 AM to 5PM

MOBILE POST OFFICE: *In some cities *mob post does not book insured and vp article *remains closed on Sunday & postal holidays *sell stamps & postal stationery, book register articles *some mobile post office is permitted to book money orders. *The mobile post offices at Madras and Nagpur are also permitted to book money orders.

BUSINESS HOURS: *For booking of registered and insured articles including v.p. articles, parcel for six hours (on Saturday for 5 hours stopping at 3PM) *money order & ipo sale and payment, sb and p.o certificate payment & transactions, telephone bill for about five hours (on Saturday 3 hours stopping at 1PM)

FRANKING MACHINE: * Stamping machine *1.value die & license die 1

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* Copy of license will be sent by DO * The licensee is also entitled to a commission of 3% on the value of franks used. *2% for presorting *franked articles can be posted at not more than two offices. *frank should be in bright red colour * Franked articles should not be posted in letter boxes, if done they will be treated as unpaid * Unregistered articles bearing impression of the previous date should also not be accepted *the license is granted by DO * F. machine must be obtained by authorized firm by DG. *The holder must pay advance money for the amount of postage required. The holder has to pay license fee of Rs. 375/- for a period of five years. *License fee 75/- per year. *Renewal fee for the expired license is Rs.475/*Renew anytime before 11 months from the date of expiry. *unregistered articles bearing impressions of previous days shall also not be accepted. *Franked article is posted on the same day or otherwise taxed. *Frank impressions on right top corner of address side. *frank impression made in error the postage amount will be refunded after deduction of 5% on face value on surrending envelopes or wrappers within 1 month. *Franking machine record book in Duplicate *Daily Docket: Ascending meter & Descending meter, opening balance & closing balance. *Dispatch slip: Number of denominations of frank details of article. *Currently only RMFS is available * Digifrank plus franking machine * e-payment transaction against biller name DOP DIGIFRANK * Customer reference number is a unique number and shall be issued by the Licensing authority to the licensee of franking machine *SOM - Statement of mail.

Remotely Managed Franking machine: *Electronic FM is replaced with RMFM w.e.f. 16.08.2010 each machine will have a separate number in the format X123456X stands for initials of the original equipment manufacturer i.e. F for Francoty, P-Positalia , P denotes for pitney bowes. *Frank impression shall be in Blue colour *franked articles can be posted at not more than one office. *First recharge –Rs.2000/- and subsequent recharge-Rs.1000/*” Digi frank plus” is the name given by India post to the new facility of franking based on RMFS. *CRN –Customer reference number. *The franking machine user may download the funds in multiple of 100/*Funds are secured through a special device known as postal security Device (PSD) which is not open to repair. *Each manufacturer will have its own centrally located RMF server in india *All RMFS will dial DOP server three times every day. *each machine has to necessary dial its RMFS server at least once in 30 days. *frank impression should be in blue colour. *No EFM of old model shall be allowed to operate after 30.06.2013

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*Fictitious Stamps: Punishable under section 263-A of the Indian penal code. Only allowed for illustration purposed in a philatelic publication. *Posting of coin etc.: can be sent by the inland post, only insured. *Delivery of registered articles: in the prescribed form which will be presented to him for signature by the postman who delivers the registered article. *Detention of articles: -The remarks ‘refused’ will be recorded on the article if the addressee fails to take delivery after requesting for detention. -The expression ‘office of posting’ means the delivery post office which serves the address of the sender.

Some Important Remarks placed on Article: 1. Detention of article-’Refused’ 2. Fail to take delivery in 7 days-”unclaimed” 3. Book packet containing periodicals-”Registered with the registrar of the newspapers in India under serial no” 4. Not delivered through postman-”undeliverable” 5. Post Restante- “To await arrival” or “To be kept till called for” 6. Book packet-”printed books” 7. Blind literature- “Literature for the blind” 8. Registered News paper-”Registered” 9. Value payable articles-”V.P” 10. Parcel is suspected to contain any written communication- “for open delivery” 11. Postal article found to contain prohibited-”Doubtful” 12. Parcel contains more than one communication-”For open delivery” 13.Unregistered article found Open/Damage/Without content-“received open” or “received torn/damaged” or “without content” 14.Article marked as by parcel post is found in letter box & in a mail bag-”Found in the letter box” Delivery of damaged registered article of the letter & parcel: -PM requesting him to attend within seven days in the case of inland articles. And 15 days in case of foreign articles -A parcel weighing above 5kg will be delivered only at the post office window. -fails to take delivery of the parcel at post office within seven days, be treated as ‘unclaimed’.

PARCEL: *maximum weight unregistered parcel: 4kg & registered parcel 20kgs *for a weight not exceeding 500 gms-Rs.19/- for every additional 500gm or fraction there of Rs.16/*Not exceed 10kg except VPP * Above 10 kg delivered at post office window if it sent by postman charges Rs.5/-. * After given notification customer should collect parcel within 7 days. *Branch office can book parcel upto 10kg only. *If written communication on parcel then, each such communication will be charged with the double the letter postage.

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Book packets containing periodicals -The contents shall be periodicals registered with the ‘Registrar of newspapers in india’ -The first or last page of the periodical shall have the superscription ‘’Registered with the registrar of newspapers in India under serial No….” printed on it. -Rate of postage: 1.) For the value upto 20/- first 100gm 2/- and every addl. 100gm 3/2) Value upto 20to 50/-Rs. 4& Rs.5/3) Value exceeding Rs.50 Rs.8/- & 9/-

Book packet containing printed books: -printed books without advertisement - Book packet shall contain name of the printer / publisher -Size - applicable as book packet -shall not contain any publication published at regular intervals - reading matter, painting, photography, diagrams or any other similar matters

INSURED ARTICLE: Insured article more than 500/-Rs delivered at post office window

ON RENT POST BOX: -C/o Post box not delivered to personal work. Key of postbox should be surrender within in 15 days -determined in this behalf by HOC. -the period of rental of post boxes commences from the first day of month - Yearly -150/- Quarterly-50/- post box & bags yearly-250/- Quarterly-80/-Only fully prepaid unregistered article -Lock and duplicate keys articles supplied by the renter.

IDENTIFICATION CARD: Provide by HO issued only to literate person whose identify is well established in his own residential area. Charge 9 RS. For valid 3 year

POSTE RESTANTE: -For strangers & travels -Article bearing the superscription ‘To await arrival’ To be kept till called for ‘and article addressed for C/o of postmaster are called poste restante article, VP article marked post restante kept for 7 days. -Disposal of post restante not exceeding one month.

Redirection fees: -Redirection fee will be recovered from the sender where a parcel has been returned as unclaimed or refused for delivery. a redirection fee amounting to half the prepaid rate is chargeable from the sender in respect of each redirection. 4

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-Redirection registered letter is free -Inland parcel redirection fee is 50% of value of postage. -About parcel, in same area, town, within municipal then free.

Enquiry & complaints: -All complaints should be addressed to the local superintendent of post offices except in the case of a first-class head post office the postmaster in the charge of which is competent to attend to any compliant relating to his office. Complaint against departmental service: bonafide complaints presented at any post office should be sent on freed of charge -vp complaint can be lodged only at the office o posting with prescribed VP enquiry fee -only vp complaint Rs.1/-Mo booked in field post office complaint period is 2 year. -IPO/MO-12month -RL/Insurance -3month -VP/Unregister/Inland-6month -Speed post-1month -Miscarriage/loss of registered letter-1month.

Prohibition will not apply to sale of postage stamps: a) A philatelic agency. b) a hospital, sanatorium or other similar institution. c)an institute for the recreation of defense services personnel. Application for licences to sell postage stamps should be addressed to the local supdt of post offices.

POST CARD OF PRIVATE MANUFACTURES: * Post card of private manufacture should be in size length in 5cm and width in 1.8cm *They should have legend ‘post card’ written in Hindi*in case reply post card, the address should have a title ‘postcard’ and ‘’reply’’ *if there is an infringements of rule post card treat as a letter. *insufficiently paid post card of private manufactures-Double the deficiency subject to the minimum of 1 Rs.

Post card: -Single-0.50/- reply-1.00/- printed-6.00/- competition-10.00/-meghdoot-0.25 -Size- 14X9cm. -charged as letter and difference is charged - Unpaid /insufficiently paid: double the deficiency. -On the address side of a privately manufactured single post card, display of the tile ‘Post card’ is -Not obligatory.

Inland letter card: *Rs.2.50/* Folded size-mini.15.2X21 cms maximum 21X10cm * Unfolded size- min. 28.2X18.2cm maximum 30X21 cm * In breach of condition Treated as letter and double the deficiency is charged. 5

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*Unpaid/insufficiently paid: double the deficiency. *inland letter cared shall be made of paper of minimum 70gm.

Letter: *Rs.5/- for 20gm or fraction * Max weight 2kg * (a) in roll form (also same for book packet) mini/max single dimesion-10/80cm sum of length & twice diameter 17/100 *(b) other than roll form single dimension 7/60cm sum of length breadth & depth combined 11/90cm. *oversize/overweight return to sender/RLO *unpaid/insufficiently paid: double the postage or deficiency sub to min. Rs.1/-.

Printed book: *Rs. 1/- for 100gms of fraction. *should not contain advertise not a periodical *treated as Book packet & difference is charged.

Indian postal order: *available in 8 denomination Rs.1, 2, 5, 7,10,20,50,100 * Commission -Rs.1/- for den. 1-10 -RS.2 for Dn.20 -Rs.5/- for Dn.50 -Rs.10/- for Dn 100. *4 stamp can be affixed on IPO for broken amount, upto maximum 3 Rs. Not apply for Rs.100 denomination.

Period during which orders are payable: 1) If an Indian postal order is not presented for payment within 24 months from the last day of the month of issue a second commission at the rates prescribed will be charged. 2) Indian postal orders presented for payment more than 36month after the last days of the month of issue will not be paid but will be forfeited.

Treated as letter in breach of condition in following Cases: -post card -Inland letter -Blind literature -Business reply card

Types of Stamps: 1) Commemorative (one time print only 2) Definitive –issued for day-to-day postal mailing purposed & available in various denominations from 20paisa onwards at all po counters. 6

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Philatelic material includes: *mint stamps (unused stamps) *commemorative stamps *First day covers *Brochure *collectors packs, year-wise * Catalogue of postage of India since 1947

Domestic Philatelic deposit account system: *Philatelic Deposit account-01.08.1965 *Recharge minimum Rs.1 & max 10000/*is available at all the philatelic Bureaux in India *account can be opened with a minimum deposit of Rs.200/- paid in cash by M.O or by cheque/bank draft encasheable in India (outside India Rs.5000/-). (OM dated 28.07.2016) *Foreign philatelic deposit account-Mumbai GPO *Minimum amount of the order for supply of the philately items by foreign collector-50Rs. *how much amount pertaining to the postage prepaid for dispatching the philatelic items to a foreign philatelic deposit account holder is debited against his/her deposit account- Equal to the actual postage prepaid.

Philately Notes: -Worlds first stamp-Penny black (1840) England. -Indias first stamp-Scinde dawk-1852 -Indian postage stamp printed at Indian security press nasik -M. George herpin- “philately which is literally means “a lover of taxation”. -Father of stamp- Rowland hill. -My stamp was first introduced in india during the world philatelic exhibition “INDIPEX-2011”

Foreign postal articles: *postal articles exchanged in the foreign post are broadly divided into two categories Viz. letter post & parcel post. *UPU: universal postal union HQ-Berne (Switzerland), 1874.

*APPU: -Asian pacific postal union-1961 -come in force 1962 -First HQ was-manila (phillippines) -New HQ-Bankok (Thiland) -India joined APPU in 1973 Post cards: -The reply paid postcard service is not available in the foreign except Bhutan ,Bangladesh, & Nepal for which inland rates apply. -the sender of the fgn. Article can instruct by means of note on the address side of the article such ‘’it should not be redirected” 7

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Withdrawal from post and alteration of address for foreign article: -for this purpose, he should submit a written application accompanied with required fee (30Rs.) - In the form of postage stamp. -the fee paid for recall will not be refunded.

BUSINESS REPLY CARD & ENVELOPES: *Types: -BR letter card -BR post card -BR envelope *person who want to avail this facility should take out a permit form DO. *handling charges per envelope in addition to postage per article is Rs.1/* the permit of business reply service taken will remains in force upto 31st march of the financial year. *if infringe then treated as unpaid letters & double the deficiency, minimum Rs.1/*when not renewal then article treated as unpaid. *fee for renewal of BRC is Rs.200/*For BRC & envelopes - make application to postmaster at the office to which the cards or envelopes are to be returned. *fee for the permit shall be recovered in advance please sees following rates:

Article which can be registered: -Post card -parcel -Pattern packet -Letter -Letter cards -Blind literature -News paper Trick: P3LLBN

Airmail Service: *all First-class mails and MO are given air transmission without payment of any addl. Air fare. Other classes of mail. Viz. book, sample and newspaper, blind lit. Will be required to be paid with requisite air surcharge if they are to be given air transmission. 8

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*all surcharged air mail articles must bear the prescribed blue Air mail label on the top left-hand corner on the address side. *the prepayment of the full air mail fee on parcels and of at least 75% of the total charges including the air fee on all other surcharged articles obligatory.

Aerogrammes: *it consists of a sheet of paper suitably folded and gummed. Aerogramme should be weighing more than 3gms. *no enclosure Is allowed. *Custom declaration CN-22 (value less than Rs.23000/-) *custom Declaration CN-23 (Value Exceeding Rs.23000/-) *attach this Customs declaration and accompanying documents securely to the outside of the item, preferably in an adhesive transparent envelope.

SAL –Surface Air Lifted: *surface Air lifted is one more premium mailing service from India post. SAL mail is faster than sea mail yet cheaper than air mail an ideal combination of air and surface transport for quick and economical mail deliveries. *SAL mail will be air lifted between the country of origin and distination.SAL mail will be transmitted by surface. *service is available in 39 countries *the word SAL is to be clearly printed on top of the address side of SAL *if SAL mail is brought for booking to the export section of FPO Mumbai GPO annex building *SAL mail can be booked from all post offices where surface parcels are booked at present. *insurance facilities are also available fr parcels booked under SAL service. *SAL mail will go through all mandatory formalities applicable to Parcel post.

Maximum and minimum Weight: Letter-max 2kg Book packet- max 5kg WNX- max 5kg Reg Parcel- max 20kg Blind literature- max 7kg Un registered parcel-mini 4kg

WNX: *WorldNet Express service for document & parcels or both *available in more than 220 countries. *packaging for both document & parcels (upto 5kg) 1) Tamper proof.2) weather proof*currently available from 300+ post offices across india. *claims are to be submitted within 30days from the date of booking at booking post office postmaster along with documents such as declaration /CN22/CN23, original receipt, photographs (if obtainable).

BOOK PACKET: *upto50gm Rs.4/- Then Rs.3/- every addl.50gm. * Weight should not exceed 5kg 9

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*no personal communication *(a) in roll form min/max single dimension-10/80cm sum of length & twice diameter 17/100cm *(B) other than roll form single dimension 10/60cm sum of length breadth & depth combined 17/30X30cm * includes book, diaries, greeting cards visiting cards, registered news paper, liscenses * should not contain money, postage stamp, cheques, currency, all orders of payment of money, advertisement, each book packet should contain name of printer or publisher *the packet should bear the inscription “printed books” *oversize/overweight: returned to sender/RLO other violations: charged as letter or parcel whichever is less and difference charged *unpaid/insufficiently paid: double the postage

BLIND LITERATURE PACKET: * should not more than 7 kg *exempted fees, in case of sent by air prescribed charges has to be paid. * Inscription should be “Literature for the blind” * Posted with cover or either cover * They should be within the limit of dimensions. *treated as letter/parcel whichever is less & difference is charged * It must be sent by or to a blind person * No written or printed communication *also transmitted to foreign countries free of cost

REGISTERED NEWS PAPER: * Register in DO *fee for registration & fee for renewal -Free *Renewal application received after 30 sep but befor31st Dec- Rs.50/*Late fee for renewal -Rs.100/* Published not more than 31 days. *should have at list 50 bona fide list of subscribers, * Max weight - 5kg * Can be sent as single copy or bundle. Bundle should be addressed to news paper agent * can be posted under the scheme called WPP * DG Post will prescribe the fee for registration from time to time * This service is not available for foreign countries * Application for renewal should be submitted one month before of expiry * The postage should be prepaid* it should bear in print at last page as “registered” with registration no assigned by the DO. *news paper should be posted without a wrapper or wrapper open at both ends. *registration no. should not print on the wrapper.PMG will scrutinize the application and assign the registration no *minimum no. of copies is 100 for to avail this facility. *above 500 copies charge only Rs.0.15 paisa. *there is no fee for registration. *the registration number allotted to the paper should be printed on the top of the front. *Page of the newspaper preceded by the word ‘registered’ *Place of posting of registered news paper -normally in mail business centre 10

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*contravention of registered news paper treated as book packet. *application for renewal of registration of a registered news paper should be accompanied by -two copies of latest news paper. *Invoices in Duplicate. *Without prepayment of stamp-500 bonafide customer list. *Registered news paper without prepayment of postage PMG/CPMG issue the valid license & minimum 501 or more than 500 copies posted at a time. *In case of any change is desired in the date of posting of RNP specified by SP, then concerned PM should give notice of - 3 clear days. *One time changes in dates of posting of registered news paper by competent authority-PMG(region) *Amount of postage due on registered newspaper without prepayment of postage -twice a month on 16th 1st of next month. *for a weight not exceeding 50gms-Rs.0.25/*for a weight exceeding 50gms but not exceeding 100gms –Rs.0.50/*for every additional 100 gms or part thereof Rs. 0.20/-

*Register news paper more than one copy: -Weight not exceeding 100gm-0.50/-addl 100gm-0.20/*Prepayment of postage bill pays within-7 days *where post box system is in force, packet of registered newspaper will be delivered - through post box *RNP posted without prepayment of postage handed over at the window of po along with -An invoice in duplicate *Security deposit: 1. Daily news paper: cost of one month 2. Weekly: cost of 10 week 3. Fortnightly: 30 months 4. Monthly: 2 months 5. without prepayment-1 month.

Registration is compulsory in following cases: -VP article -Insurance article -Parcel above 4kg -Speed post -when ever custom declaration required -also parcel found in letter box Tricks: VIPS

Insurance is compulsory: -in case of article contain coin, bullion, jewellery -All VP article in which the amount specified for recovery exceeds Rs. 1500/-

Insurance fee: -value of insured upto Rs.200/- Rs.10/- for every additional Rs.100/- or Rs.6/11