Electronic Intimation of Delivery (e-IOD)

Introduction

e-Intimation of Delivery (e-IOD) is a value added service, which provides electronic information about delivery of articles through e-mail, Department’s web site or electronic web based access to the senders. Delivery information of e-IOD articles would be uploaded by delivery post offices on to the central server, and an e-mail would be generated to the mail box of the sender at the e-mail address provided by the senders at the time of registration. The senders could also be provided a limited access to e-IOD server to download the delivery information in respect of articles sent by them.

If the customers need a paper-based proof of delivery, they can continue to use the Acknowledgement Due (for registered articles) or PoD (for Speed Post and EPP) till other paper based proof of delivery services are devised.

The e-IOD service would be offered initially with Bill Mail Service, and gradually with other services offered by the Department of Posts. Conditions for offering the e-IOD service (e.g. the minimum no. of articles to be tendered, manner and place of tendering them etc.) may differ for different products/services, and would be laid down from time to time.

Conditions governing e-IOD facility

• E-Intimation of Delivery (e-IOD) shall be offered only to bulk customers (as defined by the Department from time to time in respect of different products/services).
• In the case of Bill Mail Service, the service is extended to all the customers who satisfy the conditions for sending Bill Mail Service. They have, however, to register themselves for the service.
• You can avail the e-IoD service by tendering the articles at the office indicated in the registration certificate.
• For availing e-IOD service, you are required to print a bar code on the address side of the articles or envelopes containing articles. In case, a window envelope is used and the bar code is printed on the article and not the envelope, the bar code should be fully and clearly visible through the address window in a scannable manner. It would, however, be preferred that bar code is printed on the envelope itself. Alternatively, the bar code can be printed on both the envelope and the enclosure In such cases, the bar code shall be affixed in the right bottom corner of the envelope, leaving at least 5 mm space from the both edges of the envelope
• Though printing of bar code would be preferred, there may be no objection if pre printed bar codes are affixed, instead.
• The specifications and other technical details of Bar Codes to be printed on articles availing e-IOD service are annexed.
• You would be allotted a bar code range, from which you would print the bar codes serially on articles tendered for availing e-IOD service. When you reach the end of the range, you can start from the beginning, again. However, if you reach the end of range within 6 months, do not proceed further, and ask for allotment of additional range.
• An amount of Re. 0.50 (50 paise) per article shall be charged for e-IOD service. The charge would be paid in the form of postage/frank etc. For example, for a Bill Mail Service article requiring a postage of Rs. 3 for weight up to 50 grams, and Re. 0.50 for eIoD facility, the postage affixed/franked should be Rs. 3.50
• For availing e-IOD service, the articles presented at the Office of Acceptance/Booking must be duly sorted delivery post office wise and bundled PIN code wise. You are also required to bring along with articles, a statement showing range of bar code on the mail pieces at the time of posting. The format for the information to be furnished is given below.

• If the articles are received in more than one bundle (e.g. for different PIN codes), the check slip tied to the bundles should also contain information on bar code range affixed / printed on the articles therein. 
•  A receipt would be generated by the computer after acceptance of articles. This would be supplied to the customer by office of posting. In case there is a problem with this, the office may sign a copy of the format mentioned in (h) above and return it to you.
• Over 5,000 post offices have already been computerized, and more offices are being computerized rapidly. Therefore, the Department of Posts would be able to provide e-IOD for most of the articles. However, it would not be possible to provide e-IOD for articles to be delivered from non-computerised offices, and it will also not be possible to check at the time of acceptance as to whether any articles were destined for non-computerised offices. Therefore, the Department would not be held liable for non provision of e-IOD in such cases, nor would it be liable to return the e-IOD charges.
• While the Department will try its best to provide the e-IOD, there could be cases where the information is not provided on account of unavoidable technical, administrative or any other reasons. The Department would not be liable to return e-IOD charges or to give any other compensation in such cases.
• The delivery information would start coming to you by email after one day of posting, and will continue coming for next few days. However, no intimation would be issued in respect of articles booked more than 10 days before. In case you do not receive an intimation within 10 days, but would still like the Department to check, you must take up in writing with the office where you posted the articles. However, no such request would be entertained after 15 days of posting the articles.
• On request, the customers could also be provided access to India Post e-IOD server to download delivery information related to articles submitted by them. However, the system would be able to provide the information only in respect of articles booked till 15 days before the inquiry.
• e-IOD system gives information only with reference to the bar codes, and does not keep any information regarding the addressee or his address. It would not be possible, therefore, to give any information on that or any other connected account.
• Requirement of Despatch Slip and Franking Machine Dockets etc. prescribed for machine-franked articles under existing rules and procedure would also continue.

• The bar code would contain 13 characters (only numeric). First two characters (digits) of the barcode would denote the numeric code of the concerned postal region in the Circle. The next eleven characters would be in a serial order. The range of numeric codes given to the circles as wells as numeric code given to postal regions are given in the end.
• Bar Code Dimensions:
• The print quality will have to be assessed according to standard ANSI X3.182-1990, which specifies a reader light beam diameter of 0.127 mm and a light beam wavelength of 630 or 660 nanometers.
• The minimum level of print quality shall correspond to letter “B” according to the notation of this standard. Digits of bar code must also be printed in the usual manner, above or below the bar code symbol.
• The bar code symbology code 39, with 13 digits (without any check digit) is the basis for the bar-code for the e-IOD articles
• Circles should assign specific range of bar code, within the parameters laid down in this regard, to customers mailing large quantity of articles. However, it should be ensured that range allotted is large enough so that no bar code number is re-used within a period of 6 calendar months.
• In case of window envelope, the bar code printed on the content of article should be visible, and scannable through a handheld/ cordless bar code scanner, through the window envelope. Alternatively, a pre-printed bar code can be affixed on the address side of the envelope.
• If the bar codes used by the customer do not conform to any of the conditions given herein, e-IOD cannot be ensured in such cases.
• A specimen of the bar code using the above parameters is reproduced below.

• However, this reproduction is only illustrative. Bar codes produced by the customers must conform to the specifications mentioned above.