CONTENTS
CHAPTER PAGE
List of Account Rules
List of forms used in branch offices
Index
Table of concordance
Index to correctionsWHAT A BRANCH POSTMASTER SHOULD DO
1. Treat the public with courtesy, and meet their convenience in every way consistent with the rules of the Post Office.
2. Paste neatly on the notice-board all departmental notices of interest to the public. Remove all obsolete notices.
3. Keep a sufficient stock of postage stamps, postcards and embossed envelopes for sale to the public.
4.Keep in his own possession the keys of the office letter-box and other boxes in the office.
7. Examine every bag received, weigh the cash bags and compare their weight with the entry on the B.O. slip, keep the bags in his custody until they are disposed of. Personally open the bags intended to be opened in the office.
8. Keep the bags prepared for despatch in his custody till the time fixed for despatch.
9. Fasten and seal every bag despatched. Weigh the cash bags, and record their weight in the B.O. daily account. Put a small piece of paper under the knot of the cord with which a bag is tied, so as to obtain a good impression of the seal and avoid damaging the bag.
11. Turn bags inside out, and examine them to see that none of the contents remain in them.
12. Report by first mail the short receipt or excess receipt of any bag, article or documents, or the occurrence of any other serious irregularity.
13. Take particular care to obliterate postage stamps, to stamp articles clearly, and to properly tax articles with postage due.
14. Examine the signatures of the persons franking “O.I.G.S.” covers posted in the office and satisfy himself that they are genuine.
16. Write up all his books, etc., neatly, clearly and carefully. If a mistake is made, score it out and write the correct entry above it in red ink, and then attest the correction with his initials.
17. Verify his cash balance by counting the cash and postage stamps in the office every evening, and also see that the balances due from the postman, village postman or the extra departmental Delivery Agent and on articles in deposit are correct.
18. Look strictly after the work of the postman or village postman or extra departmental delivery agent and make every effort to deliver articles to the addressees.
19. On receipt of Savings Certificates, promptly send an intimation in the prescribed form to the purchaser, and take over the preliminary receipt held by him before the certificates are delivered to him.
WHAT A BRANCH POSTMASTER SHOULD NOT DO
4. Affix postage stamps to articles posted. This should always be done by the senders.
5. Take any fees from the public for filling up money order forms on rendering any similar service.
6. Return an article which has been posted to the sender without the authority of a Superintendent.
7. Allow parcels or registered or insured articles of the letter mail or money orders to lie scattered about the office, pending delivery or payment or despatch to destination.
8. Issue receipt for registered articles of the letter or parcel mail, or money orders on any but the authorised forms.
9. Allow any of his subordinates to help in packing the mail, or allow runners or GDMC’s to be present when the mail is being packed.
12.Allow his accounts with the postman, village postman or GDDA to fall into arrears.
13. Delay the despatch to the account office of applications for purchase of Post Office Certificates and omit to record the purchaser’s address.
14. Omit to obtain the payee’s signature or attested thumb impression over the words “Received payment Rs. …………P,” (in words and figures) on certificate (or acknowledgement) discharged.
15. Pay the value of Post Office Certificate without the sanction of the account office.
16. Retain warrants of payment beyond the period prescribed.
1. Do not fail to examine seal card label and condition of the B.O. Bag received before opening. (Rule 52).
3. Do not fail to examine the cash bags received, ascertain the correct weight, and compare it with the weight noted in the Branch Office slip. [Rule 167 (1)].
4.Do not fail to sign and date stamp the B.O. slips and file them in monthly bundles. [Rule 167(3)].
5. Do not fail to check the Book of B.O. Receipts as soon as it is received from the account office to see that the receipts are in order. [Rule 23(3)].
6. Do not fail to make the remarks “Re-entered” (with date) against the last previous entry in respect of accountable articles which are reissued after having been kept in deposit. (Note below Rule 169).
7. Do not fail to show the accountable articles in deposit at the close of the day noting them in red ink between two lines drawn in red ink after the last entry of the day in the journal. (Note 3 below Rule 169).
8. Do not fail to sign and stamp the registered lists or parcel lists or B.O. slips with which the registered articles are received. [Rule 86(1)].
9. Do not fail to submit the Monthly Abstract of B.O. transactions to the account office on the 1st of each month. (Rule 178).
10. Do not fail to maintain an error book and to report important irregularities immediately. (Rules 36 and 37).
11. Do not fail to sign the check slip in full. (Rule 64).
12. Do not fail to ask the delivering official to attest with his signature the thumb impression of the addressee on the receipt for the registered article. (Rule 91).
13. Do not fail to ascertain the weight of the insured article received and note it below the entry of the weight recorded by the account office in the registered list or the B.O. slip [Rule 97(1)].
14. Do not fail to note date of despatch of the delivered V.P. receipt to the account office against the entry corresponding to the article in the Registered or parcel list or in the B.O. Slip with which the V.P. article was received. [Rule 103(3)].
15. Do not fail to obtain the signature of witness in attestation of all payments of money orders paid in villages whether the payee is illiterate or not. [Rule 112(1) (g)].
16. Do not fail to record the words “Too late” on the B.O. receipts and counterfoil when a money order is booked after the despatch of the branch office bag. [Rule 104(2)].
17. Do not fail to weigh the cash bag containing remittance before despatch and note the weight in words and figures in the remarks column of the B.O. Account and on the label of the cash bag and in the B.O. daily account. [Rule 171 (3)].
18. Do not fail to keep under safe custody cash received from account office, or collected at B.O. as you alone are responsible for it in case of its loss or theft. (Rule 11).
19. Do not fail to pass receipts for accountable articles immediately. (Rules 81, 90, 104 and 129).
20. Do not fail to make immediate entries in the B.O.S.B. journal and S.B. pass book and return the later to the depositor unless it is required otherwise in which case a receipt should be given immediately. (Rule 131).
21. Do not fail to check up the visit book maintained by the village postman or GDDA and to ensure that all villages are visited on due days. (Rule 9).
RULES FOR BRANCH OFFICES
CHAPTER I
1. Functions of a branch office
2. Relations of a branch office with other offices
posted.
37-A Suggestion/Complaint Book.
51-A. Payment of PLI policy Premium
51-B. Deleted
51-C. Deleted
RULES FOR BRANCH OFFICES
CHAPTER I
1. Function of a Branch Office. – A branch office is authorised to transact the following classes of business -
Exception. – A branch office is authorised to accept, as book packets, articles containing reproductions of a manuscript or type-written original which have the appearance of an ordinary manuscript or type-written letter.
2. Relations of a branch office with other offices.- A branch office other than one from which the power to perform registration and parcel work independently of its account office has been withdrawn, may be placed in direct communication with the R.M.S. or with an office other than the account office, for the exchange of unregistered and registered articles of the letter and parcel mail, except insured and V.P. articles. Such a branch office may consign insured articles direct to the R.M.S. or any other office with which it is in direct communication. Branch offices, except those from which the authority to perform registration work independently of their account offices has been withdrawn may also exchange uninsured (except V.P.) and articles on which customs duty is due registered articles of the letter and parcel mail direct with other post offices and the R.M.S.
3. Responsibility for losses.- In accordance with rule 16 of the Postal Manual, Volume IV, every person newly appointed to a post is required to sign the following declaration before assumption of duties :-
“I do hereby declare that I have read/had explained to me amended rule 103 of the Postal Manual, Volume II, and agree to abide by its terms”.
Date 19 Signature.
This rule applies also to Gramin Dak Sewaks in charge of post offices and to persons in class IV service. Rule 103 referred to in the declaration is reproduced below :-
“Where owing to the negligence of a departmental employee or its agent including a G.D.S.M.D. or through the omission on his part to observe any rule as provided in the different volumes of the Postal Manual, or in the Post Office and Telegraph Guides, the Department, either by reason of the enquiry being impeded or frustrated directly or indirectly or for any other reason, is put to a loss of Government money or property he has to make good the loss of any money or property he has to make good the loss of any money or property, or where the department losses money by embezzlement or fraud of any of its employees, etc., any member of the staff or fraud of any of its employees, etc., any member of the staff or any agent who by his negligence, default or disregard of the rules, has caused the loss or has contributed to its occurrence, either by reason of the enquiry being impeded or frustrated directly or indirectly or for any other reason, may be required to make good the loss either in whole or in part as the competent authority may decide.”
4. *Work on Sundays and Post Office holidays. – No business with the public is transacted on Sundays and Post Office holidays, as the Branch Office remains closed on Sundays and P.O. holidays. Republic day, Idul-Fitr, Holi, Good Friday, Independence Day, Mahatma Gandhi’s Birthday, Dusserah, Moharrum, Christmas Day, Id-ul-Zuha, Diwali, Janam Ashtami and all Sundays are regular Post Office and also Telegraph holidays. Other Post Office holidays are separately notified every year. The regulations affecting the transaction of public business on Post Office holiday are laid down in the Post Office Guide. Express telegraphic money orders are required to be accepted for issue and paid on every day of the year except Sundays/Holidays. Postage stamps, postcards and embossed envelopes should always be sold on all days of the year except Sundays/Holidays, but otherwise no business should be done with the public on Post Office holidays.
5. Notice of hours of business. - A notice of hours of business etc., in form M-6(c) will be supplied to each branch office by the S.D.I and the B.P.M. should work to the timings shown therein. The notice should be pasted on a notice board and hung up prominently in the office so as to be visible to the public.
6.Courtesy towards the public. – B.P.M. must invariably be courteous in their dealings with the public. They must afford every facility to the persons attending the post office to purchase postage stamps, to have letters registered, parcels despatched, money orders issued, or to transact any other business, and always be ready to give every information in their power regarding parcel rates, etc.
7. Village sorting lists and route lists and beat maps. – (1) The village sorting list shows (a) the Nos. of the V.P.Ms. or G.D.S.M.D. to whom articles are made over for delivery, and (b) the names of the villages that are served by each V.P.M. or G.D.S.M.D. arranged in alphabetical order. The village sorting list also shows in what villages letter-boxes are placed and which of these letter-boxes are provided with changeable plates.
(2) A village sorting list will be prepared and supplied to each branch office by the S.D.I. A branch office to which V.P.Ms. are attached will also receive from the S.D.I. a copy of the route list (M-53), issued by him to each V.P.M. Showing the names of the villages to be visited by the latter. In the case of fixed or combined fixed and unfixed beats, the route list will be accompanied by a map of the beat and will also show the route to be followed by the V.P.M. the days fixed for his departure from, and return to the Post Office, the day on which each village should be visited by him and the villages in which he is allowed to halt. The village sorting list, as well as the copies of route lists and beat maps, should be hung up in the post office.
8. Due mail and sorting lists. – A due mail and sorting list will be supplied (a) to every branch office in direct communication with the R.M.S. by the Superintendent R.M.S. concerned, and (b) to every other branch office which is a transit or sorting office, by the Superintendent. The due Mail list will show the bag or bags to be received or despatched from or to each office or section with which mails are exchanged and in what cases the bags should be accompanied by mail lists. The sorting list will show the articles to be sent in each bag by the branch office.
9. Supervision of delivery staff. – (1) If a postman is attached to the office, the B.P.M. must see that his book (MS-27) is properly kept; and if a V.P.M. or a postman or G.D.S.M.D. whose beat extends beyond a single town or village is attached to the office, the B.P.M. should himself enter in the visit book (MS-86) in red ink the order in which they are to be visited all the villages which the postman or V.P.M. or a G.D.S.M.D. is not obliged to visit on every trip, but for which there are articles for delivery, and he should either himself similarly enter all the other villages in black ink (i.e. those which have to be visited regularly), or see that they are duly entered by the postman or V.P.M. or G.D.S.M.D. in the proper order in the list; he should also see that the V.P.M’s. register (MS-85) is punctually and correctly written up. On the return of the postman or V.P.M. or the G.D.S.M.D. to the office, the B.P.M. must take over all the articles, cash and documents to e received from him, and initial the postman’s book (MS-27) or V.P.M’s. register (MS-85) in acknowledgement of the cash, the receipts for registered articles of the letter and parcel mails delivered, the undelivered registered articles of the letter mail and parcel mail articles and the paid and unpaid money orders returned by him. The B.P.M. should also examine the V.P.M’s. visit book (MS-86) to see, by reference to the signatures of the head man or other responsible residents of the village and days of the week noted by them whether the V.P.M. or the G.D.S.M.D. had been to every village on the due day that he was required to visit. The visit book should then be initialed by the B.P.M.
NOTE.- The weight of postal articles (including parcels to be carried by a village postman or extra departmental delivery agent should not exceed 10 kg.
(2)The B.P.M. should also satisfy himself that in every case there is a satisfactory reason for the postman’s or V.P.M’s. or the G.D.S.M.D.’s inability to deliver the articles which are brought back undelivered. Any laxity on the part of the postman or V.P.M. or the G.D.S.M.D. should be reported to the S.D.I.
(3) The accounts with the postman and the G.D.S.M.D. must be adjusted every day, and with the village postman as soon as he returns from his beat. The V.P.M. should not be allowed to leave the office until his accounts have been quite settled. The postage due on articles of the letter mail returned by each postman or V.P.M. or G.D.S.M.D. should be entered opposite to his No. in the appropriate column of the postman’s postage account (Pa-21) by the B.P.M. and after deducting this sum from the amount previously debited to the postman or V.P.M. or G.D.S.M.D. in the account the B.P.M. and after deducting this sum from the amount previously debited to the postman or V.P.M. or G.D.S.M.D. in the account, the B.P.M. should enter the balance in the column provided for the purpose in the account against the date on which the accounts are actually adjusted with the postman or V.P.M. or G.D.S.M.D.. This balance will be the amount for which the postman or V.P.M. or G.D.S.M.D. is liable, and which he should be required to pay immediately in cash to the B.P.M. who should initial the entry in the account in acknowledgement of receipt. The several columns of the postman’s postage account must be totalled each day by the B.P.M. and a line in red ink should be ruled across the page at the end of each day’s transactions.
Note. – When village letter boxes are provided with changeable plates, the B.P.M. is responsible that the correct plates are made over to the V.P.M’s or G.D.S.M.Ds when they are proceeding on their beats and that the proper plates are returned by the V.P.M’s. or G.D.S.M.D.’s. when they come back from their beats.
(4) Each postman, V.P.M. or G.D.S.M.D. who is required to sell stamps or money order forms will be supplied by the B.P.M. with a small stock of postage stamps of the lower denominations (including postcards, money order forms and embossed envelopes) for sale to the public, and he will give the B.P.M. a receipt for stamps in the Memo. Of stamp advance against the entry of his name. The money realised by the sale of postage stamps etc. will be made over by the postman, V.P.M. or the G.D.S.M.D. on his return to the office to the B.P.M. who will give him a fresh supply of stamps equal in value to the amount so received from him. The S.D.I. of post office concerned will fix the amount in stamps to be issued to each postman, V.P.M. or G.D.S.M.D.
10. Responsibility for correct delivery of articles and payment of money orders. – (1) B.P.Ms. and their postmen and V.P.M’s. and G.D.S.M.D. are responsible for the correct delivery of all articles and the correct payment of all money orders delivered or paid by them. In all cases of doubt, the B.P.M. or postman or V.P.M. or G.D.S.M.D. should satisfy himself as to the addressee’s or payee’s identity by making proper inquiries before delivering the article or paying the money order.
(2) In the case of uninsured registered articles of the letter or parcel mail, if the addressee is not known to the B.P.M. postman or V.P.M. or G.D.S.M.D. delivery should be made in the presence of a respectable witness residing in the locality, whose name should be noted on the receipt. In the case of insured articles and money orders for a person unknown to the B.P.M. or postman or V.P.M. or G.D.S.M.D. the same procedure should be followed but the witness in whose presence delivery or payment is made must be able to identify the addressee or payee.
Note. – The instructions contained in this rule should be followed even in cases where a person claiming delivery of an article at the post office produces the intimation or any other document relating to the article purporting to be signed by the addressee. For detailed instructions as to the identification of the payee, see rule 109.
11.Custody of cash. – (1) It may not be necessary to supply a safe to every extra departmental branch office, but one may at the discretion of the Supdt. Post Offices be provided on the report of the S.D.I. supported by the recommendation of the S.D.I.
(2) When a safe is supplied to a branch office, the cash, postage stamps, articles in deposit, stamps and seal, and in short, all articles of value including money order forms should be locked up in it, special care being taken to lock up insured articles in deposit and the B.P.M. should keep the key or keys on his person by day and night. The greater portion of the stock of postage stamps of the office should always, even during the day time, be kept inside the safe, and only the stamps required for a day’s sales, or half a day’s sales should be taken out at a time.
Note. – All G.D.S.B.P.Ms whether their offices are provided with iron safes or not should make their own arrangements for the safe custody of cash and valuables on their own responsibility. They are at liberty to keep the cash and valuables wherever they like provided that they are available when required and that, when called for, they can be produced for inspection within the time required for going to and coming back from the place where the cash is kept for safe custody.
12. Spoiled currency notes.- Spoiled currency notes, which are believed to be counterfeit or have been mutilated or disfigured in such a manner as to render their identification doubtful, should not be accepted on account of postal transactions. Mere oiling does not justify refusal. It must disfigure or mutilate the note in the manner described above. The features necessary for the identification of a note are its serial letter number, denomination, place of issue, signature and watermark.
13. Stock of postage stamps. – (1) The branch postmaster is responsible that a sufficient stock of postage stamps of all kinds in demand (including embossed envelopes, postcards, money order forms and reply-coupons) is maintained for sale to the public. The stock should never be allowed to fall below a week’s ordinary demand, and should not be allowed to exceed the limit prescribed by the Superintendent. Any stamp, embossed envelopes, or reply-coupons for which there is ordinarily no demand, must be obtained at once, if asked for by any one.
(2) In order to save stamps and reply-coupons from damage, they should be kept in a box of wood or inside the office safe or chest when one is provided : and the supply of each denomination of stamps must be expended before the sale of a fresh supply of the same denomination begins. When stamps of any denomination have been so long in stock that there is danger of their becoming damaged, or when any of the stamps (including embossed envelopes and postcards) in stock cannot be disposed of owing their having become obsolete or otherwise useless, they should be returned to the account office.
(3) Before a reply-coupon is handed to the purchaser, it must be stamped with the date-stamp in the circular space provided for the stamp of the office of origin.
14. Postcards of Private manufacture. – (1) as laid down in the Post Office guide, single and reply postcards or private manufacture may be transmitted by the inland post as postcards, provided that the postage is prepaid in full, that their dimensions are not greater than 15 cm by 10.5 cm or less than 10cm by 7 cm and that, as regards substance, they are neither thinner nor more flexible than the inland postcards issued by the Post Office. The last condition does not, however, preclude the use as postcards of private cards which are either thicker or less flexible than the departmental inland postcards. So long as a card of private manufacture is of the thickness of a card, and not merely a piece of ordinary paper cut to the size of postcard, it should be allowed to pass unchallenged.
(2) No objection should be raised to postcards from the address-side of which inadmissible words, formerly printed, have been erased, provided that the words have been erased as to remove them altogether and not merely struck out by drawing a line through them.
*15. Exchange of reply coupons with postage stamps. – (1) Reply coupons are of two kinds : (i) International and (ii) Commonwealth : When reply-coupon is presented at a branch office for exchange with postage stamps, it should be carefully examined to see that it has not been cut, defaced or mutilated. An international coupon should further be examined with a view to see that the paper on which it is printed, is watermarked with the letters “U.P.U.” in big characters. If the coupon is found to be defective in any of these respects, it should not be accepted.
Note. – No objection should be raised to the acceptance of an international reply coupon which (a) has been marked with a distinctive perforation in such a manner as neither to destroy its text nor to interfere with the verification of its value, or (b) had the selling price printed on it altered by the issue administration either in manuscript or by means of the impression of a stamp, or (c) had serial No. printed on it or (d) has no date stamp impression on the space provided for the purpose or has the said stamp impressed on a wrong place.
(2) If the coupon is found to be in order, it should be stamped with the date-stamp in the circular space provided for the purpose, and a postage stamp, or stamps of Rs. 15 for each international coupon and the value for each Commonwealth coupon fixed from time to time (as may be desired by the presenter) should be given to the person presenting the coupon in exchange for it. Several international coupons can be exchanged for payment of an air mail letter not exceeding 50 grams in weight. The value of postage stamps given in exchange for reply-coupons should be shown in the B.O. account (Pa-6) as an unclassified payment.
(3) The total number and value of reply coupons accepted in exchange for postage stamps should be entered on the despatch side of the B.O. journal (Pa-5) and the coupons should be sent to the account office entered in the B.O. daily account. [A.C.G.-22(a)].
16. Spoilt or defaced postage 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 before posting, or which have been cut or otherwise separated from embossed envelopes, postcards cannot be recognised in payment of postage. Such stamps when found affixed to a postal article or document, should not be postmarked but a remark stating why they have been ignored should be written on the article or document.
(2) There is no prohibition, however, against the use for the payment of postage or postal fees, of postage stamp perforated with initials or other identifying marks traced in minute holes.
Note 1. – The prohibition against the marking of stamps should not be too strictly enforced in the case of embossed or impressed stamps borne by embossed envelopes and postcards; that is to say, where a letter of the address encroaches on the stamps and where the encroachment is obviously accidental the stamps should be recognised. Similarly, when the seal affixed by the sender to a registration envelope happens to extend over a small part of the embossed stamp, the stamp should not be considered imperfect merely on that account.
Note 2. – Embossed envelopes, whether cut open or not, may be used as wrappers for newspapers, etc. but registration envelopes may not be used for the transmission of unregistered articles.
17. Previously used, forged or counterfeit stamps and misused service stamps. – (1) If a previously used postage stamp, from which, however, no attempt has been made to remove the marks of obliteration, is detected on an article already posted, or if a service stamp, from which no attempt has been made to remove the letter denoting service, is detected on a private article posted, the stamp should be ignored. In either case, the article should be charged with the postage to which it thus becomes liable and should then be forwarded to destination with a remark on it stating the reason for the charge. If an article, document or telegraph message, bearing such stamps which have to be ignored, is handed in at the window, it should be returned to the person who presented it, with the remark that a previously used postage or a service stamp affixed on a private article, cannot be recognized in payment of postage of any other charge.
Note . – See rule 62.
(2) If, however (a) a stamp showing signs of an attempt to wash out erase, or otherwise remove a previous obliteration, or (b) a forged or counterfeit stamp, or (c) a service stamp from which the letter denoting service appears to have been removed, is detected on an article passing through the post, or an article, document or telegraph message, presented at the window of the Post Office, the article, document or telegram should be sent to the account office, accompanied by a report of the circumstances of the case and enclosed in an envelope, entered in the reverse of the B.O. daily account. A copy of the report would at the same time be forwarded to the Superintendent. In cases in which the article, document of telegraph message, bearing the suspicious stamps has been handed in at the window, the following additional action should be taken (a) the name and address of the person who presented it should be ascertained and he should be informed that it will be detained for enquiry; (b) information of the occurrence should be given at once to the police in order that they may, if they consider it necessary, take action under Section 54 of the Criminal Procedure Code; and (c) if the article is one for which a receipt would ordinarily be granted e.g., a registered letter or telegraph message instead of the usual receipt, a manuscript receipt should be given bearing the date-stamp of the office and stating that the articles has been detained for enquiry as it bears a suspicious stamp.
Note. – When a branch office receives for delivery an article of the foreign mail accompanied by an advice in form K, the branch postmaster should place the article in deposit and obtain the instructions of the account office as to its disposal.
18. Foreign postage stamps not recognised in payment of postage on correspondence posted. – Postage stamps of foreign countries are not recognised in payment of postage or other postal charges on correspondence posted in Indian post office or letter boxes; and if any article bearing only such stamps is posted in an Indian post office or letter box, it should be treated as wholly unpaid, the stamps being ignored. The stamps, however, should not be defaced but a remark drawing attention to the fact that they are those of a foreign country should be written on the face of the article by the office of posting.
Exception.- This rule does not apply to the reply-halves of double postcards originally posted in a foreign country which should be given free transit to destination when re-posted in an Indian post office or letter box provided the reply half of the postcard bears the stamp impression of the office of delivery.
19. Stamps and Seals.- Every branch office is supplied with a seal and the following stamps :-
Note 1. – Branch offices which despatch mails in one direction more than once a day, will be supplied with date-stamps provided with hour type.
Note 2. – The date stamp should be impressed on every communication addressed by the branch postmaster to the Superintendent or the S.D.I. in addition to any other stamps that may be required on the form used.
20. Book of Postmarks. – A book in form MS-18 must be kept in every branch office, in which impressions of all the stamps holding date or other movable type, and of the seal (if it has movable type), should be taken daily before they are brought into use. The branch postmaster must be careful to see that the impressions are distinct and clear, and he should initial the book every day after all the impressions for the day have been taken.
21. Books and forms and their preservation. – (1) The books and forms used in branch offices are shown in the list at the end of these rules.
(2) Forms must be kept neatly and properly arranges, and the branch postmaster must take special care to see that none of them is damaged or wasted.
(3) The branch office account (Pa-6) and the branch office journal (Pa-5) should be preserved for three-years after they are used up. The following records should be preserved for two years. The Book of Receipts (MS-87) (a) registered and parcel lists, mail lists and branch office slips. At the end of the prescribed period they should be torn up and sold as waste paper. Invoices of postal publications and of articles received from the stock depot should be preserved for three years. The order book (Ms-8) or stock book (SK-1) may not be destroyed without the special permission of the Superintendent. All the other records of a branch office [including the registered journal (R.P.-51)] should be preserved for 2 years. After the expiration of that period, the village postman’s book of receipts (Ms-87), books of postmarks and registered journal (R.P.-51) should be destroyed, in the branch postmaster’s presence, by fire or otherwise, in such manner that they may not be used again, and the other records should be torn up and sold as waste paper by the branch postmaster the sale proceeds being credited to “Unclassified receipts”. The registered journal should never be sold as waste paper. The circulars issued by the Head of the Circle containing convictions of departmental officials should be preserved as a permanent record. The office copies of the enumeration returns and the yearly village returns should be preserved for a period of five years.
22. Book of receipts. – (1) The book of receipts (MS-87)(a) comprises –
(a) the form of receipt to be given to the sender of an insured or V.P. article of the letter or parcel mail or to the remitter of a money order; premia paid by P.L.I. Policy holder; Telegraph charges realised in Cash by non-combined Branch office; and
(b) the counterfoil on which an office copy of the receipt is kept. Each part bears a printed serial No. which is the No. to be assigned by the Branch Office to the insured or V.P. article of the letter or parcel mail or money order for which the receipt is granted. On the counterfoil, space is provided for the entry of the names and address of the senders of certain classes of articles and the remitters of money orders. The branch postmaster must examine the book of receipts [M.S. 87(a)], immediately on its receipt from his account office and see that the back is complete and properly numbered. When there is a change of incumbent of a branch office, the relieving branch postmaster must satisfy himself that the unused receipts in the back of receipts are complete and in serial order.
(2) The issue of a receipt upon any but the authorised form will be punished by removal. If a receipt is spoiled, the word “Spoiled” should be written under the branch postmaster’s signature across the receipt and its counterfoil. The receipt should then be torn out of the book and sent to the account office entered on the reverse of the B.O. daily account [A.C.G. 22(a)]. The following are examples of the usual cases in which a receipt should be treated as spoiled :-
(3) If a money order is issued on service, by the branch postmaster (as remitter), the receipt for the remitter should be left on record in the book of receipts.
Note. – Separate receipts are issued in respect of Telegraph charges recovered in Cash (in combined Br. Office).
23. Stock .- (1) Ordinarily, a table is the only furniture besides a stool, necessary for a branch office.
(2) A branch postmaster should not ordinarily prepare indents for articles of stock required for his office. When a branch office is inspected, the inspecting officer will prepare an indent for any articles of stock that may be really wanted. In any sudden emergency, however, such as the loss of a stamp or seal, the branch postmaster may prepare the indent. When it is necessary for a branch postmaster to prepare an indent for articles of stock, he should obtain two forms for the purpose from the account office and after filing them up submit both the copies to the S.D.I.(P) for countersignature.
(3) When articles of stock are supplied to a branch office by the stock depot, they should be checked with the two copies of invoice in form SK-3 which accompanies them. The branch postmaster should then sign both the invoices and file the triplicate copy in the order of its serial No. in a bundle with the other invoices received during the year and return the duplicate to the stock depot after signing and date stamping it. Particulars of all articles of stock received in the branch office should be entered in the stock book (SK-1) in accordance with the instructions printed on the inside of the front cover.
(4) A branch postmaster should not prepare invoices of articles of stock to be returned to the stock depot as unserviceable. When a branch office is inspected, the inspecting officer will prepare the invoice for any articles of stock that are to be returned as unserviceable to the stock depot. Invoices of articles returned to the stock depot will be numbered in a consecutive annual series beginning with No.1. On the 31st March of each year, the branch postmaster should intimate the closing number of the series of invoices for the year to the account office by means of a service postcard, bearing the entry “Closing No. (No.) of invoices for (year)” over his signature and an impression of the name-stamp of his office, ( a form of service, postcard being obtained for this purpose from the account office). The closing No. should be noted on the reverse of the office copy of the last invoice sent to the stock depot. When articles of stock are returned to the stock depot, the No. and date of the invoice, with which they are returned, should be noted in the stock book.
24. Supply of guides and books of blank forms of Inland Money Orders etc. for sale. – (1) When an application is received from the public for a copy of –
(h) the Report on the work of the Department of Posts the branch postmaster should obtain a copy from his account office and sell it to the applicant. The value of the copy sold should be remitted in cash to the account office, the remittance being entered on the reverse of the daily account, but not incorporated in the accounts.
(2) In the event of an application being received from the public for a copy of any other publications or forms for sale, application should be forwarded by the branch postmaster to the account office for instruction as to its disposal.
25. Supply of the P.O. Pocket Guide in regional languages. – Every branch postmaster and every postman and village attached to a branch post office will be supplied with a copy of the Pocket Guide in the regional languages. This publication contains in a clear and concise form all essential information on departmental matters. If a branch postmaster requires any further information, he can obtain it from the account office.
Note. – The Head of the Circle may supply the more important branch offices especially those which are empowered to receive foreign parcels for despatch with a copy of the Post Office Guide, Volume I and II. All branch postmasters who can read English will be supplied with a copy of the Classified List of Indian Post Offices and R.M.S. Offices and Sections (with Appendices).
26. Information not to be made public. – No person not belonging to the Department may be permitted to examine the records of any post office or any article not addressed to him, even though the article may have been posted by him, and no information may be given to any one not belonging to the Department, respecting any article passing through the post or any transaction connected with any department of the post office. Officers of the Department render themselves liable to removable if they make public any information which they receive officially or in the discharge of their duties. A branch postmaster may not even give the address of any person unless he has sufficient reason to believe that the person, whose address is required would not object to the information being furnished. When information regarding any postal transaction is requested by any Government officer the branch postmaster should refer the matter to the Superintendent for orders.
Exception 1.- The branch postmaster may be required to allow the inspection of savings bank, cash certificate and money order books by the order of a Court under Act XVIII of 1891. When he receives an order of this kind, he should refer the matter, without delay, to the Superintendent who will obtain the orders of the Head of the Circle whether the order should be complied with or whether cause should be shown against the order, or an offer made to produce the books in Court.
Exception 2. – Any District Magistrate, Chief Presidency Magistrate, High Court, or Court of Sessions may require the post office to deliver a letter, postcard, newspaper book, or pattern packet parcel, telegrams or money order in its custody to such a person as such Magistrate or Courts direct.
Exception 3. – Any Magistrate, Commissioner of Police or District Superintendent of Police may require the post office to search for and detain a letter, postcard, newspaper book or pattern packet parcel, telegram or money order in its custody, pending the orders of the District Magistrate, Chief Presidency Magistrate, High court or Court of Sessions.
Exception 4. – Information of a purely statistical character e.g., figures showing the business of the post office in any department may be furnished to the District Magistrate on his application.
Exception 5. – Nothing in the foregoing rule applies to the production of the register’s journals and other business records of a post office, before a Court of Justice or Police or an Excise Officer.
Exception 6. – All postal articles in course of transmission by post are liable to attachment by a Civil Court. Any such order received should, therefore, be complied with. Each case under this rule should however be reported to the Superintendent, who in his turn will report only important cases to the Head of the Circle concerned for his information.
27. Production of records before courts. – (1) A summons from a Court of Civil or Criminal Jurisdiction to produce any of the records of a Post Office or a certified extract from or copy of , any such records will usually be received through the Superintendent and, unless otherwise ordered, should be complied with. When any journal or other record of a post office is produced in Court and admitted in evidence, the officer producing it should ask the Court to direct that only such portions of the records, as may be required by the court, shall be disclosed.
(2) The summons relates to savings bank, cash certificate, or National Savings Certificate or Money Order Books, the production of which is governed by the provisions of Act XVIII of 1891 and Act I of 1893 the branch postmaster should at once prepare a certified copy of the entry or entries giving information called for, and forward this to the Court. The certificate to be written at the foot of the copy should be in the form below, and should be signed and dated by the branch postmaster:
an entry
I hereby certify that this is a true copy of ___________ contained in (name of
entries
record) one of the ordinary books of this post office which is still in my custody, and that this entry was made in the usual and ordinary course of business.
A.B.,
Branch Postmaster of
___________ Post Office
Date__________
(3) Should the branch postmaster, however, receive an express order from a Court, under Act XVIII of 1891; requiring him to produce any savings bank, cash certificate, Defence Savings Certificate, National Savings Certificate, or money order book, he should refer the matter, without delay, to the Superintendent stating the date on which the book is to be produced, and should at the same time inform the court that this has been done. That officer will obtain the Head of the Circle’s decision whether the book should be produced, or whether notice should be given to the Court of his intention to show cause against the order.
Note. – All summons received direct by branch offices should be referred to the Superintendent for orders, and such particulars as are known to the branch postmaster regarding the case should be reported at the same time.
28. Production of records before the police or an excise officer. – Records of a post office should be produced and information available in them should be given, on the written order of any police officer who is making an investigation in a cognisable case under the Criminal Procedure Code, or of any Excise Officer empowered by a State Government to investigate offences punishable under any Excise Act, but only those entries in the records should be disclosed which relate to the person or persons charges with the offence under investigation, or which are relevant to that offence. In any other case, the branch postmaster should, without delay; submit the case to the Superintendent for orders.
Note 1. – This rule does not authorise the Post Office to hand over the records to Police Officer unless an order under Section 95 of C.P.C. is obtained by the Police Officer from the District Magistrate, Chief Presidency Magistrate, High Court or Court of Sessions.
Note 2. – When the information asked for by a Police or an Excise Officer is not available in the records of the Post Office the Police or the Excise Officer should be informed accordingly irrespective of the question whether information, if available might or might not be given under the foregoing rule.
29. Treatment of articles the importation of which is prohibited and of articles liable to customs duty. – When an article of the letter mail is received in a cover marked “Doubtful” or is suspected to contain something, the importation of which is prohibited or on which import customs duty is chargeable, the branch postmaster should at once make a reference to his account office, which will instruct him how to deal with the articles. Sums realised on account of customs duty with the relative postal fee from the addressees of such articles must be credited to unclassified receipts, and the assessment memos., will be submitted to the account office attached to the daily account, on the reverse of which particulars of the articles together with the amount realised in respect of each should be noted. Separate entry should be made in the branch office journal of the amounts realised as customs duty on articles of the letter mail.
Exception. – Payment of customs duty and other charges due on articles intended for delivery to a Government official in his official capacity may be made by means of service stamps. If so paid, the stamps should be affixed to the relative assessment, memos., which should be submitted to the account office in the manner prescribed above.
30. Treatment of articles found to contain coin etc. – If an uninsured article is found in the course of transmission by post to contain any article, the insurance of which is compulsory e.g., coin, bullion, platinum, precious stones, jewelry, currency notes and articles of gold of silver, it should be endorsed “Contains (Coin, etc.)”, and sent to the account office enclosed in a protecting cover or bag, as the case may require. If the article is not a registered article, the protecting cover or bag should be registered on service before it is despatched to the account office.
31. Treatment of articles containing goods, the export of which is specially prohibited. – If an article posted at any place in India and addressed to a foreign country is actually found, while in course of transmission by post, to contain anything, the export of which either generally or to that particular destination, is prohibited, it should be endorsed “contains Prohibited (name of prohibited article)” and sent to the account office for disposal.
32. Distribution of advertisements etc., on behalf of the public prohibited.- Trade circulars and advertisements are sometimes sent by packet post addressed to branch postmasters or postmen in the hope that they may be delivered by the Branch postmasters or postmen to the local residents. It should be clearly understood that branch postmasters or postmen cannot be allowed to distribute advertisements, hand bills or notices of any kind on behalf of the public in connection with their delivery duties and all such circulars and advertisements that may be received should be refused.
33. Facsimile impression of signature to be accepted as signature in certain cases. – In all cases, where, under the rules of the Post Office, a person is required to sign a receipt or an acknowledgement for a postal article delivered or to affix, his signature to any other document with the posting or delivery of a postal article, or to a postal article itself, the facsimile impression of his signature to any other document or article, made by means of a stamp, should be accepted as a sufficient compliance with the rule; provided, of course that there is no reason to suspect that the stamp has been misused.
Note 1. – This rule does not apply to the signing of documents by the branch postmaster in his official capacity. Facsimile stamps for such a purpose are not allowed.
Note 2. – This rule does not apply to the signing of money order vouchers and receipts and acknowledgements for insured articles. Facsimile stamp should not be accepted on such vouchers receipts and acknowledgement.
34. Thumb-impressions of illiterate person. – (1) In all cases in which registered or insured articles are delivered to illiterate persons or in which money is paid to such persons on account of money orders; savings bank withdrawals, pay, wages, contingent charges or for any other purpose the addressee’s or payee’s thumb-impression, seal or other mark should whenever practicable, be taken on the proper document (receipt, acknowledgement, money order, application for withdrawal, warrant of payment, acquittance roll, etc.).
Note 1. – In the case of a registered article, the addressee’s thumb impression, seal or other mark should be attested by the postman or village postman, who delivers the article, while in the case of an insured article or a money order, the addressee’s or payee’s thumb-impression, seal or other mark should be attested by the signature of a resident witness other than the official by whom the article or order is delivered or paid. But when the amount of a money order is less than five rupees and there is no literate witness in the village, the payee’s thumb-impression may be attested by the thumb-impression of an illiterate witness whose name should be written on the money order by the postman or village postman by whom payment is made.
Note 2. – When the amount of a money order payable to an illiterate villager is five rupees or more, and no literate witness is available in the village, payment should be duly attested by securing the left thumb impression of the headman of the village on the money order, and his name should be written thereon by the postman by whom the money order is paid.
Note 3. – If he payee of a money order is a blind person, the procedure to be followed in respect of an illiterate payee, as laid down above, should be observed in his case.
(2) In taking thumb-impressions, printer’s ink (which is supplied for use with metal stamps) should be used with the special pad provided for the purpose, and the following instructions should be observed :-
All grease and dirt should first be carefully removed from the ball of the left thumb, which should then be wiped, dry, laid on the inked pad and very lightly rolled from left to right until it is sufficiently inked. The thumb should then be very lightly rolled on the document on which an impression is required. The thumb should be fairly laid on the paper and a complete impression obtained by rolling it once from left to right. It should be recollected that if the thumb is rubbed or allowed to slip, either on the pad or paper, a good impression cannot be secured. It is always advisable to take one or two experimental impressions of waste paper before finally impressing the thumb on any document.
(3) The special pads for taking thumb impressions supplied to postmen, village postmen and extra departmental delivery agents should be replenished with printer’s ink from the post office whenever necessary. Before a village postmen or extra departmental delivery agent proceeds on his beat, the branch postmaster should see that sufficient ink has been applied to his pad to last during the whole period of his absence from the post office.
*35. Postage stamps, coins and other articles of value found in a letter-box or on a post office counter. – (1) When postage stamps are found loose in a letter-box, endeavour should be made to identify the articles from which it is probable they were detached; and failing identification, the postage stamps should be defaced after affixing them (defaced) in the error book maintained under rule 36. If any empty unused envelope or an unused post card of private manufacture with postage stamps affixed to it, it is found in a letter-box or on a post office counter, the portion of the envelope or such card bearing the stamp or stamps should be cut off and pasted in the error book and the stamps or stamps defaced. If any unused postcard other than of private manufacture, empty unused embossed envelope, currency note, or current coin is found in a letter-box or on a post office counter, its value should be credited to “Unclassified receipts”. Other coins and articles of value so found, which cannot be brought to credit at once should be kept in the personal custody of the branch postmaster and orders regarding their disposal obtained from the Superintendent through the account office.
(2) All applications from the public for the return of articles of the kind mentioned above or for a refund of their value, should be submitted to the account office with a brief report of the facts of the case.
36. Error book. – (1) The error book (MS-2) is a record of all irregularities noticed and should be maintained in all branch offices. Every irregularity, serious or petty, committed by any member of the office establishment or noticed to have been committed by any other office or section, when mails are received or opened, should be entered in the error book, special care being taken to notice by this means cases of missending and misdirection of articles.
(2) Entries in the error book should be as brief as possible and initialled by the branch postmaster.
(3) In cases in which a report is required to be made to the Superintendent, or ASPOs/SDI, the No. and the date of the report should be noted in the column for remarks in the error book. In other cases, no report need be made; the entry in the error book will be sufficient evidence that the irregularity was noticed by the postmaster.
Note. – Reports against the R.M.S. should contain, in addition to the name of the section or mail office, the No. of the set concerned. The No. of the set can be ascertained from the name stamp of the section or mail office impressed on the registered list received.
(4) A record must also be kept in the error book of all complaints made by the public, the complaints themselves being disposed of under rule 37(3).
37. Important irregularities to be reported at once. – (1) If a due bag is not received, or a bag is received missent, or stolen, lost or destroyed by first etc., a report should be sent at once to the Superintendent and the dispatching office. If the despatching office is a R.M.S. section or mail office, the report should be sent to its Record Office. In the case of offices which perform registration work independently of the account office the same action should be taken if a registered list (R.P. – 32) is not received or is received missent or, if a registered list is received with any correction made in it but not attested; or if any such list is received without a total or with the total corrected, whether the correction be attested or not or with wrong totals or without entry of totals. A report should also be made, if any of the following irregularities occur :-
(2) In the case of branch offices situated at telegraph stations, the occurrence, should, if the branch postmaster knows English, be reported by telegram to the despatching office or Record office of the despatching section or office concerned. A copy of the telegram should be sent by post to the Superintendent.
(3) All complaints from the public received by the branch postmaster must be acknowledged by him and submitted to the officer to whom he is directly subordinate, with any remarks that may be considered necessary.
Note 1. – In cases in which complaints on postal, telegraph and telephone matters are posted in closed covers they must be fully prepaid. When such a complaint does not bear postage stamps in full prepayment of postage, it should be treated as “Unpaid” or “insufficiently paid”, as the case may be, and forwarded to the account office for disposal. But if a bona fide complaint against the Postal Service (except complaints relating to value-payable articles) addressed to any officer of the Department and without stamps in payment of postage is presented in writing at a post office or telegraph office, open or in an open cover, irrespective of whether the complaint relates to the same office or any other office in the same Circle or not, it will be accepted and forwarded to the account office for disposal. No communication which is not a bona fide complaint, will be exempted from payment of postage.
Note 2. – In cases when the non-receipt of an article of document has been reported by telegraph, its subsequent receipt or discovery should also be communicated to the officers concerned by telegraph, as soon as it is received or traced.
(4) On receipt of information of a highway robbery of mails, the branch postmaster should communicate it at once, by telegraph if available, to the local police, the sub-divisional inspector and the Divisional Superintendent.
37-A. Suggestion/Complaint Book. – (1) Complaint/Suggestion Book (MS-94) should be kept by all Branch Post Offices and a member of the Public can record in it any complaint or suggestion regarding any service matter in duplicate by carbonic process. This book should be kept at a conspicuous place easily accessible to the members of the public without their having to ask for it.
(2) The Branch Postmaster should examine the book at the end of each day, detach and, forward one copy of the complaint or suggestion to the Sub-Divisional Inspector with his remarks for necessary action under registered cover and made a remark in the register as follows :-