1. Distribution of work
a.The departments of a set of sorting mail office.
Each set of a sorting mail office are divided into the following departs with the following in charge of each department.
a.Mail department-Head sorting assistant (HAS) b.Sorting department-sorting assistant (SA)
c.Registration department-Registration sorting assistant(RSA) d.Parcel department-Parcel sorting assistant.(PSA)
Situation Arrangement
No PSA The work will be attached to RSA
Only 2 SA HSA-mail and sorting departments
Other SA-Registration and parcel departments
In charge is LSG Mail department will be attached to senior SA and
he will be called mail sorting assistant.
Shortage of staff More branches may be attached to a SA
e.sorting work is not done in trains now.
2. Posting of unregistered artlcles in trains and mail offices.
a. During the prescribed time, in addition to postage, late fee should have been paid.
b. If late fee is paid, the articles will defaced and forwarded to the destination.
c. If late fee is not paid, the articles will be impressed with “detained late fee not paid” stamp and made over to the first mail office or post office.
d. The articles posted with late fee during late fee hours are called “Late letters”
e. The articles posted without late fee during late fee hours are called “Too late letters”
f. If there is no letter box is provided or the size of the letters are large which can not be posted in the letter boxes can be accepted by the officials.
3. A mail office may not redirect or intercept or deliver any article. These can be done only under the orders of DG. This is not applicable to camp articles.
4. The date shown in the date stamps and seals of a set or mail office is that of the day on which the working hours of the set begin.
5. Interruptions to mail movement.
a. If due to breaches on railway,floods, accidents or any other cause, HAS report to Supdt, Inspector and record office, if if exceed 6 hours.
b. If it is less than 6 hours report to be sent to record office only.
6. Knowledge of sorting list.
Every sorting assistant should be familiar with the following
a.Details of due mails received and delivered at each receipt and dispatch.
b. Names of HOs in India.
c.Names of SOs and BOs under the groups prescribed by the divisional head and assigned to the SA. d.Names of each BO with account office, and each SO with the HO.
e. Pincode of all pin sorting districts in India.
7. Sorting list
a.Every SA will be supplied with a sorting list. b.The SA should give receipt for it.
c. The SA should keept it safely and corrected upto date.
d. If the SA surrenders the sorting list, the receipt given by him will be returned.
e. In case of loss, a fresh copy will be supplied on payment of Rs. 1.
8. Metal tokens
a. Metal token will be supplied to the officials who have to travel in compartments reserved for this purpose or who have to be present in the railway platform for exchange of mails.
b.The token should be shown to railway authorities on demand.
c. The metal token has the name of the division and a serial number.
d. Every official should given a receipt for the metal token received by him.
e. He should wear it when on duty.
f.He is responsible for the loss or misuse.
g.He should produce for identification when he takes the monthly salary.
h. He must produce when asked for. If he is unable to produce, action will be taken as if the token is lost.
i. While going on leave, transfer or quitting service, the metal token should be surrendered and the receipt given by him will be returned.
j. In the case of loss, he should report to record officer. A new token will be issued. The loss will be recovered from the official.
9. Work on holidays and Sundays.
a.Record offices are closed.
b. Sale of stamps, stationery, booking of registered and speed post articles will be done.
c. No despatches to post offices.
10. Memorandum of distribution of work
a. This will be issued by the Supdt. to all section or office where there is more than 1 official.
b. Copy will be supplied to Record office, mail office or section and Inspector concerned.
11. Sale of postage stamp and stationery
a. Every mail office should have sufficient postage stamps and stationery.
b. HAS in case of sorting mail office and Mail agent or mail guard in case of transit mail office should see that sufficient stamps and stationery are available.
c. The amount of stamps and stationery is fixed by supdt.
d. On the first occasion these items will be supplied to Record office by the nearest head post office, on request. The Record officer should give a receipt to the HPO and the same will be sent to SRM/SSRM for countersignature and will be sent to the HO.
e.The record officer will distribute these items to various offices.
f. subsequently HSA will get these items from the HO.
11. Stamps and seals
a. Every set is supplied with the following stamp and seals.
i. date stamp ii.name stamp iii.date seal
iv. ”detained late fee not paid” stamp v.Type box
In addition, each set of sorting mail office will be supplied
v. insurance seal-under the personal custody of HSA. vi.seals to parcel and registration departments.
b. All these items are kept under lock and key .
c. Every set of a section is supplied with a portfolio with lock and key.
d. All the items supplied to the set will be kept in this portfolio.
e. It should be under the custody of HSA.
f. A stationery rate list will be issued to each set. It shows the quantity or number of various stationery items and articles to be supplied to each set. This will be issued by SRM/SSRM.
12. Relation with Record office (RO)
a. All instructions regarding changes in sorting list or procedure will be received by HSA through RO.
b. All officials attend RO on the scheduled date and sign attendance book.
c. Non attending the RO on that date will be treated as absent.
d. All officials should bring metal tokens and rough note books to RO.
e. They should leave the office only after replying all the correspondences.
13. Head sorting assistant, with the assistance of others will prepare and check the work papers before submission to RO. The rough note books of other sorting assistants will be consulted before preparing the work papers.
14. Daily report
a. Head sorting assistant will submit daily report to SRM/SSRM through RO.
b. It is submitted in form MS 83.
c. The various details are taken from the rough note books.
d. Supervisor, Speed post centre will submit daily report to Manager, Speed post.
e. Important irregularities are noted in the daily report. This includes, absence of carrier, receipt and dispatch of special bags, non receipt of due bags, bags received in damaged condition. Etc.
15. Behavior of staff in van of mail office.
a. Should not leave the office/van without the knowledge of HAS.
b. Windows of the van should be closed while the train is in the platform.
c. Staff are prohibited from talking to the travelers.
d. Smoking, cooking, use of lighters prohibited.
e. Stove or lamp should not be used.
f. In case of sudden illness of any official, Mail agent/Mail guard will inform the guard of the train and also SRM/SSRM.
16. Mail abstract for transit sections-M42 and for mail offices-M43.
17. For mails from originating to terminal station, the mails are enclosed in the cage TB, locked and sealed. Head sorting at the terminal station will check the seals, open it and get the mails.
18. Automatic Mail Processing Centre (AMPC)
a. In large cities where the quantum of mails are very large, these machines are used.
b. Two stage sorting is done in AMPC.
c. All articles are not machinable.
d. At the first phase, the machinable and non machinable articles are separated manually. This process is called Culling.
e. In the first stage, pincoded articles are bar-coded by operators through ACS (Advanced Compact Suite).
f. In the second stage, sorting and bundling are done by the Letter Sorting Machine (LSM).
g. These bundles are sorted in to bags.
h. The AMPC is capable of sorting 30000 or more articles per hour.
g. APMC is headed by Manager. He is assisted by Assistant Managers, Accountant. The manager and Asst Managers frame sorting diagram, review of sorting diagram, sorting pattern, handling of staff and establishment.
19. Delivery book
a. It is maintained in RO.
b. All communication from SRM/SSRM calling for explanations of irregularities by sorting assistants are received by RO.
c. They are entered in this book with following details.
d. Serial number and date of communication of SRM/SSRM.
e. Signature of the concerned sorting assistant will be obtained against the relevant entry.
f. The details of reply furnished to SRM/SSRM also entered.
20. Types of orders.
a. All the orders to be followed by the offices are issued by SRM/SSRM to the RO.
b. RO in turn will supply to the sets.
c. Orders regarding the change in sorting list and concerning the sorting are called A orders.
d. All other orders except A order are called B orders.
e. Orders regarding the handling of camp articles are called TB orders. RO will explain the details of TB orders and all the officials should sign for having understood the order.
f. Obsolete orders to be cancelled.
g. All sorting assistants should copy important orders in their guidance book.
21. Minimum articles for making bundles.
a. Territorial registered bundles (RB) for a state-10 or more
b. Territorial MO-10 or more
c. Registered Bubdle-3 or more
d. Insured bundle(IB)-2 or more
e. Unregistered articles-14 or more for station bundle.
f. Surface L bag- more than 50 articles
g. D bag-more than 50 unregistered articles and 6 Registered articles.
h. Airmail PC-20 to 150 articles.
i. Airmail bag-More than 150 articles.
22. Deposit register.
a. Each mail office will maintain.
b. Details of articles received/transferred from previous set, received in the set, despatched or transferred to subsequent set are entered here.
c. This should be personally seen by ASRM.
d. If any transfer or article exceeds 24 hours, reported to Divisional head. If exceeds 48 hours, reported to head of circle and if exceeds 72 hours reported to DG.
Sample survey of mails.
These surveys are conducted to test the efficiency and to make remedial steps.
23. Metro Mail Survey
a. It is conducted in Delhi, Mumbai, Kolkatta, Chennai and Bengaluru.
b. It is carried out by the Project Co-coordinators of the respective metros. This is done with the assistance of SSRM/SRM/SSP/SP/ASRM/IRM/IP/ASP etc.
c. For this survey, one GPO, two sub post offices and one Head post office should be selected. The SOs should have a good quantity of mails.
d. 25% of the total mails received in the PO should be studied.
e. The survey is taken in the month of September.
f. The report is made in Form C.
24. All India Mail Survey
a. This should cover Home district, Home circle, neighbouring circle, Distant circle mails.
b. One post office HO or SO in each division is selected for the survey.
c. It is conducted by SSP/SP with the assistance of ASP/IP.
d. 25% of the selected post offices are in rural areas.
e. The post offices selected should have a reasonable quantum of mails.
f. It is taken in the month of September.
g. Atleast 25% of the articles received in the POs should be taken for study.
h. The report is made in Form B
25. Live mail survey (monthly)
a. One delivery PO in each division is taken for survey.
b. It is conducted by SSRM/SRM with the assistance of ASRM/IRM.
c. 25% of post offices selected should be in rural area.
d. Atleast 25% of the articles received in the POs should be taken for study.
26. Bag accounting
a. All Post offices (except BOs), RMS record offices are called Unit Bag Offices (UBO)
b. RMS record office will be treated as District Bag Office. In exceptional cases, HO can also function as District Bag Office (DBO).
c. The Postal Stores Depot at the circle headquarters will function as Circle Bag Office (CBO).
d. “D” section of Postal Directorate will function as Central Bag Office. This office will not handle any bags but only accounting is done.
e. Daily report submitted by UBO to DBO, DBO to CBO.
f. CBO submits report once in a month to D section of postal directorate.
g. Bag balance report will be submitted by the units as follows. UBO to DBO-daily
DBO to CBO (circle bag office)-weekly
CBO (circle bag office)-D section of directorate-monthly 5th of every month.
This Blog is the best postal blog in india. we cover latest SB Orders , Latest rules and study material for GDS to MTS , GDS to Postman , GDS to PA departmental exam