CnS>mH$Ka{ZarjU àíZmdbr

1

3

(b)

Compare the balances in column 29 of SO account with SO slip.

(c)

Check credits of PCOs, TRC message revenue, amounts for which receipts from ACG-67 are issued, sale proceeds of MO form etc. LIC premium collection etc. Ensure that the unused receipts in the receipt books are intact.

PART-II - RECEIPT, SORTING AND DESPATCH OF MAILS

6. See that letter box statement is on record in prescribed form and see that mails cleared from letter boxes are included in the outgoing mails. Are arrangements for clearance of mails efficient ? Suggest measures in case some deficiency is observed.

6.1 Review the DMSL and arrangements for the receipt, despatch and safe custody of mails and suggest changes if required. See that the mails received from LBs are included in the next due despatch and that LB statement is on record in the prescribed proforma.

6.2 Test check the clearance of Letterbox by posting letters during the inspection, note the address of persons of whom test letters have been addressed.

6.3 Review the beats of LB peons and guide the concerned staff, if any deficiency is noted.

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8.1 `oOm§M{deofÌw{Q>nwñVH$/g_`{~bm§oAm{XHo$g§X^©_|H$sOmZrMm{hEŸ&

7. (i) Examine the sorting ledge, sorting diagram, working of sorting assistant and see that sorting ledge and sorting diagram is available as per latest sorting orders. Guide the sorting assistant accordingly. Also see that

8. Inspecting Authority should check at least for 5 days (atleast one day in each quarter) that mails are received / dispatched in time. Special reference should be made in IR about the personal check applied by SPM on this aspect. If any irregularity is found, the inspecting Authority should suggest remedial measures.

8.1 This check should be carried out with respect to the special error book / time bills etc.

(e)

Does the in-charge of the office daily check the entries in the day book ? Does he make a physical check up of bags in hand every day ? See that the prescribed certificates have been given at the foot of the day bag book and also see that the bag balance report is sent daily at the close of the day.

(f)

Verify the Due bag list and see that these are kept corrected upto date and also see that one copy in respect of mail office/section is sent to DBO/CBO.

(g)

See that the register of unserviceable / repairable bags are maintained properly. Also check the entries made therein.

(h)

Satisfy yourself that the stock of bags is sufficient to meet the requirements.

PART-III -DELIVERY

1. Study whether the number of deliveries, the hours of issue of deliveries, the mails included in the deliveries etc. have been fixed with respect to the hours of receipt of mails, the nature of the locality served by the PO and conveniences of the public. Suggest changes, if any, required. Are the deliveries issued on time and mails received are stamped properly ?
2. Have the beats of Postmen been properly fixed ? Are the beat lists of Postmen available and up-to-date ? Is there a case for an increase / decrease in the number of Beats or for opening new delivery offices ? Is the delivery staff sanctioned adequate or needs revision. Test check, if necessary, the number of articles carried by some of the postmen. Also, see that the beats of postmen shown as per beat list are not exaggerated.
3. See that the book of postmark is maintained properly and the postmarks are distinct and that no stamp is worn out. In case of worn out stamps an indent should be got prepared for replacement of such stamp / stamps. Check the number of stamps / Seals available w.r.t. stock register of the SO.

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1. (i) `mÑpÀN>H$AmYmanaXg{XZMwZH$anrAmaAmB©(nr)Am¡aàYmZS>m{H$`oH$rS>m`[a`m|H$s Om§MH$a|VWmn[aUm_H$s[anmoQ>©X|VWmXoI|{H$S>m`[a`m§à{V{XZàñVwVH$sOmVrh¢Ÿ&

(ii) XoI|{H$nmoñQ>~mŠg/~¡J{H$amEnaboZo,ñnrS>nmoñQ>ì`dgm`Am{XO¡goS>mH$KaHo$ ì`dgm`àmáH$aZoHo${bEnrAmaAmB©(nr)/àYmZS>m{H$`oH$sgodmAm|H$mCn`moJ{H$`m OmVmh¡Ÿ&

2. {ZarjUàm{YH$marH$mog§~§{YVñWmZHo${d{eï>ì`{º$`m|go`hOm§MZoHo${bEgånH©$H$aZm Mm{hE{H${dVaUñQ>m\$H$sAmoagoH$moB©bmnadmhrZhthmoVrh¡Ÿ&
3. nrAmaAmB©(nr)/àYmZS>m{H$`m,ghm`H$nmoñQ>_mñQ>a({dVaU)VWmHw$N>{dVaUñQ>m\$Ho$ gmWAZm¡nMm[aH$~¡R>H$H$a|VWmCZH$sg_ñ`mAm|Ed§{dVaUXjVm_|gwYmabmZoHo$Cnm`m|Am¡agmYZm| na m©H$a|Ÿ&
4. nmoñQ>~mŠga{OñQ>aAm{X(E_-23)H$sOm§MH$a|Am¡aXoI|{H$nmoñQ>~m°ŠgAm{XH$sdgybrHo$ H«o${S>Q>H$_goH$_Mma~mag_w{MVê$ngoboIm~Õhm|Ÿ&Š`ma{OñQ>a_|g^rnmoñQ>~m°Šgm|VWm~¡Jm|Ho$ { aUH$sà{d{ï>hmoVrh¡Am¡aCZHo$ZdrH$aUH$s{ZJamZrhmoVrh¡Ÿ&Š`mEogo\$_©Am¡aH$m`m©b`h¢{OÝh| nmoñQ>~m°ŠgboZoHo${bEH$hmOmgH$Vmh¡?CÝh|{bI|VWmnrAmaAmB©H$moBgà`moOZHo${bE^oO|AWdm \$moZnagånH©$H$aZoHo${bEH$h|Ÿ&

1. See that all the mails meant for delivery, are carried by delivery staff immediately at the time prescribed for delivery and there is no delay in issuing of mails to them for delilvery and also test check undelivered articles returned by the delivery staff to see that no article is returned unnecessarily / unjustifiably. The % of undelivered articles is substantial, a review may be made and concerned PRI(P)/Mail overseer are utilized for ascertaining reasons for return of such mails. See that the beat instruction register / book of addressees instructions are maintained properly and instructions reported there in are followed.
1. (i) Check the diaries of PRI (P) and Head Postman for ten days selected at random and report the result and see that the diaries are submitted daily ?

(ii) See that the services of PRI (P) / Head Postman can be utilized for obtaining business of Post Offices like hiring of post boxes/ bags, speed post business, etc.

2. The inspecting authority should contact few prominent personalities in the locality to see that there is no dereliction on the part of delivery staff.
3. Have an informal meeting with the PRI/Head Postman, A.P.M. (Delivery) and some of the delivery staff and discuss their problems and ways and means of improving the efficiency of delivery.
4. Examine the Register of Post Boxes, etc. (M-23) and see that on at least four occasions credits of recoveries towards post boxes etc, have been properly accounted for. Are particulars of all post boxes and bags entered in this register and are renewals watched ? Are there firms and offices, which could be persuaded to take post boxes ? Write to them and send the PRI to persuade them or speak on phone.

17. {S>nm{OQ>_|AmB©_Xm|VWmAma.Eb.Amo.H$mo^oOrOmZodmbr_Xm|H$sOm§MH$a|Ÿ&XoI|{H$Š`m g§JV{Z`_m|Ed§AZwXoem|H$mnmbZ{H$`mOmVmh¡Ÿ&

(ii) `h^rXoI|{H$S>m{H$`oH$moXrJB©nmdVrg{hV_Xm|H$sg§»`mVWmCZHo$ÛmamdmñVd_| bm¡Q>mB©JB©_Xm|H$sg§»`mH$sg§JVgma_|à{d{ï>H$sOmVrh¡Ÿ&

(iii) XoI|{H$n§OrH¥$VdñVwAm|Ho${dVaUHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mOmVmh¡Am¡a {dVaUHo${bEì`W©{dbå~Zht{H$`mOmVmŸ&

(H$)Mmae{ZdmaMwZH$aXoI|{H$Š`mnmoñQ>_mñQ>aÛmamdrnrOZ©bH$sOm§MHo$níMmVdrnrE_Amo Ho$àmáZhmoZonadrnrH$m°bOmarH$sJB©WtŸ&

(I) àmádrnr_Xm|Ho$a{OñQ>aH$s`hXoIZoHo${bEOm§MH$a|{H$dhR>rH$go{bIoJEh¡§VWm {S>nm{OQ>_|aIr_Xm|H$m{ aUEd§g§»`mVWmOmardrnr_ZrAmS>©am|H$moà{V{XZZmoQ> {H$`mOmVmh¡Ÿ&

(J)XoI|{H$Š`mhñVmj[aVagrXm|,nmd{V`m|VWmA{dV[aV_Xm|,àofH$m|H$mo^oOoOmZodmbo amoH$‹S>H$moR>rH$goaImOmVmh¡VWmŠ`m{dbå~ewëH$à^madgyboJEh¢Ÿ&

7

PART-IV -REGISTRATION / PARCEL

18. (i) Examine the registered and parcel lists received at random for five dates in different months along with the Registered and Parcel Abstracts, Postmen’s Book, Book of Addressee’s Instructions, addressee’s receipts and delivery slips to see that they are properly kept.

19. Examine the entries on some of the V.P. articles for despatch to see that amounts written there agree with entries in VPMO form and V.P. Journal.

20. On four selected dates, examine whether in case of foreign parcels the customs duty is collected and duly accounted for and that the proper

20. MmaVmarIm|H$moMwZH$aOm§MH$a|{H$Š`m{dXoernmg©bm|Ho$_m_bo_|gr_m-ewëH$dgybVWm

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ensure that proper procedure is followed in case of redirection of any article

nmbZ{H$`mOmVmh¡Ÿ&`h^rgw{ZpíMVH$a|{H$Eogr_X{Ognagr_m-ewëH$bJmh¡,CgoAZwào{fV

on which customs duty is levied.

H$aZoHo${bEg_w{MVà{H«$`mH$mnmbZ{H$`mOmVmh¡Ÿ&

Also examine registered list for 4 dates in different months selected at random received from the office of exchange and see that customs duty has

been collected properly on the articles delivered under intimation to Account

goàmán§OrH¥$VgyMrH$sOm§MH$a|Am¡aXoI|{H$boImH$m`m©b`H$mogy{MVH$aVohþE{dV[aV_Xm|naC{MV

Office. Also see that in case of return or re-direction suitable remarks has been made in the registered list.

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gyMr_|Cn`wº${Q>ßnUr{bIXrJB©h¡Ÿ&

PART-V - MONEY ORDERS ^mJ-V -_ZrAmS>©a

21. (a) See that TMO advices are prepared carefully. Also see that

21. (H$)XoI|{H$Q>rE_AmogyMZmÜ`mZnyd©H$V¡`maH$sOmVrh¡Ÿ&`h^rXoI|{H$Q>rE_AmogyMZm

advises in TMO advice book run in consecutive series and unused nwpñVH$mH«$_mZwgmah¡Am¡aAà`wº$R>rH$gobJrh¡Ÿ& _{advices are intact.}

calculated and telegraphic advice is got transmitted immediately Q>obrJ«m{\$H$gyMZmVËH$mbX¡ZpÝXZAmYmananmao{fVH$sOmVrh¡Ÿ& as routine.

(K)XoI|{H$OmarQ>rE_AmoHo$g§~§Y_|nmd{V`m§àmáhmoJB©h¢Am¡a[aH$mS>©nah¢VWmnmd{V`m| (d) See that acknowledgements in respect of TMO issued have been received and on record. In case of non receipt of

21.1 (H$)XoI|{H$S>mH$nw{ï>Ho$gmW^wJVmZHo${bEàmáQ>obrJ«m{\$H$gyMZm[aH$mS>©H$abrJB©h¡Ÿ&

21.1 (a) See that telegraphic advice received for payment along with postal (I)XoI|{H$S>mH$nw{ï>Ho$àmáZhmoZonaQ>obrJ«m\$gyMZmnÌOmarhmoJ`mh¡Am¡aghrì`{º$H$mo confirmation are on record.

{_bJ`mh¡Ÿ& (b) See that in case of non-recipt of postal confirmation / telegraph advice calls have been issued and pursued to its logical end.

Am¡a`h{ZYm©[aVàmo\$m_m©_|h¡Ÿ& register of TMO’s received for payment and it is maintained in the prescribed proforma.

(d) See that the payment of TMO has been made promptly. Verify {V_mhr_|EH$Q>rE_AmoHo$^wJVmZH$mogË`m{nVH$a|Ÿ& payment of one TMO in each quarter from date of last inspection.

1. Mma{V{W`m§MwZH$a^wJVmZHo${bEàmá_ZrAmS>©aa{OñQ>aAm¡a^wJVmZhþE_ZrAmS>©am|H$s gyMr,EMdrE_AmogyMrVWm^wJVmZhþE_ZrAmS>©am|H$sg§H${bVgyMrH$s`hXoIZoHo${bEOm§MH$a| {H$:

(H$)^wJVmZHo${bEàmá_ZrAmS>©am|Ho$a{OñQ>aH$mo{ZYm©{aVT>§JgoaImOmVmh¡Ÿ& (I)^wJVmZHo${bE_ZrAmS>©aOmarH$aZo,{dVaUñQ>m\$H$moZH$XXoZoAm¡a^wJVmZZhþE _ZrAmS>©am|VWmeofZH$XH$modm{ngboZoVWmJbVH«o${S>Q>,JbV^oOoJE_ZrAmS>©am| Am{XHo$g_w{MV{ZnQ>maoHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mJ`mh¡Ÿ& (J)ZH$XrH$_hmoZoAWdm{H$grAÝ`H$maUgo_ZrAmS>©am|H$moAZmdí`H$ê$ngo{S>nm{OQ>_| ZhtaImOmVm,^wJVmZZH$aZoHo$H$maUm|H$mo^wJVmZHo${bEàmá_ZrAmS>©am|Ho$a{OñQ>a _|XO©{H$`mOmVmh¡VWm_ZrAmS>©a\$m_©_|S>m{H$`oÛmamCn`wº${Q>ßnUrH$sOmVrh¡Ÿ& (K)OmobmoJ~‹S>ram{e_|àm`:_ZrAmS>©aàmáH$aVoh§¡,Š`mCZHo$_m_bo_|_ZrAmS>©aH$mM¡H$ AWdm^wJVmZAmXoeÛmam^wJVmZ{H$`mOmgH$Vmh¡Ÿ& (L>)^wJVmZHo${bEàmáEMdrE_AmoH$sEMdrE_Amogy{M`m|_|{d{YdVà{d{ï>H$aHo$àmá {H$`mOmVmh¡Ÿ&

1. Mma{V{W`m§MwZH$a_ZrAmS>©aagrX~wH$VWm_ZrAmS>©a{ZJ©_OZ©bH$sOm§MH$a|{H$_ZrAmS>©a agrX|ñnï VWm{ZYm©[aVT>§JgoV¡`maH$sOmVrh¡§Ÿ&gmWhrOmar_ZrAmS>©am|H$moCgg_`Ho$OZ©b_|XO© {H$`mOmVmh¡VWmnmoñQ>_mñQ>a{ZYm©[aVOm§MH$aVmh¡Ÿ&XoI|{H$Omo~ëH$_|_ZrAmS>©aH$aVoh¢Š`mCÝh| M¡H$go^wJVmZH$aZoHo${bEH$hmOmgH$Vmh¡Ÿ&
2. d¥ÕmdñWmn[adman|eZ_ZrAmS>©am|Ho$_m_bo_|,`{XH$moB©h¢,_ZrAmS>©a{ZJ©_ZOZ©bH$s H$m`m©b`à{V`m|H$sOm§MH$a|Am¡agw{ZpíMVH$a|{H$Š`m_ZrAmS>©aCgr{XZOmarH$a{XEJEWo{Og {XZdo{_boWoAm¡aCÝh|Š`mCgr{XZào{fVH$a{X`mJ`mWmŸ&
1. Š`m_ZrAmS>©aemImH$sboIm/boImnarjm{ddaUrg_`naO_mH$sOmVrh¡?Š`mAm§H$‹S>m| Ho$a{OñQ>aH$moR>rH$goaImOmVmh¡Ÿ&

22. On 4 selected dates examine the register of MOs received for payments with MO paid list, HVMO lists and compilation of MOs paid, etc. to see that :

23. On 4 selected dates check the book of MO receipts and the MO issue journals to see that the MO receipts are prepared legibly and in the prescribed manner and the issued MOs are journalised in the issue journal and the

postmaster exercises the prescribed checks. See if those who book MOs in bulk can be persuaded to pay by cheques.

Examine the office copies of MO issue journal in respect of old age family pension money orders booked, if any, and ensure whether the money orders were issued on the same day on which they were tendered and despatched on the same day.

24. Are the accounts / audit returns of the MO branch submitted in time ? Are the statistical registers properly kept up ?

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1. H$_goH$_Mma{XZHo${bECnS>mH$Ka_|{~Ho$AmB©nrAmoOHo$H«o${S>Q>H$sOm§MH$a|Ÿ& (àË`oH${V_mhr_|EH$~ma)
2. `hXoI|{H$Š`mCnS>mH$KaÛmamàYmZS>mH$KaH$moCZAmB©nrAmoOH$m{ddaU{Z`{_V ê$ngo^oOmOmahmh¡{OZH$s{~H«$sZhthþB©h¡Ÿ&

(ii) {nN>bo{ZarjUgo`mÑpÀN>H$Vm¡ana{d{^Þ_mhH$snm§M{V{W`m|H$mM`ZH$a|VWm`h Om§MH$a|{H$Š`mbm°J~wH$/OZ©b_o§Xem©B©JB©nm§M{ZH$m{g`m|/O_mH$mHw$bCnS>mH$Ka Ho$ImVo_|Xem©EJEHw$bgo_obImVmh¡Ÿ&(`hOm§Mg^ràH$maHo$ImVm|Ho${bEH$sOmZr Mm{hEAWm©VEg~r,Q>rS>r,AmaS>r,E_AmB©Eg,nrnrE\$,EZEgEg-87,EZEgEg-92VWmE_EgdmB©ImVo)VWmBgog§~§{YVCnS>mH$Kam|Ho$boZ-XoZH$sgyMrHo$g§X^©_| gË`mnZHo${bE_w»`nmoñQ>_mñQ>aH$mo^oOmOmZmMm{hEŸ&

10

1. Check the credits of IPOs sold at the SO for at least 4 days (once in each quarter)
2. See if unsold statement of IPOs is being sent to HO by the SO regularly.

PART-VI - SAVINGS BANK AND NS CERTIFICATES

1. The Inspecting Authority should see that the SPM/SB Assistant know about all the current savings schemes, and also see that the SPM has overall control over the counters for their smooth and proper functioning and services are rendered promptly to public.
1. Check whether the application for opening of accounts and specimen signatures are kept properly secured in respect of RD, MIS, savings, NSS accounts in SOs/MDGs.
2. 26 (a). See that the specimen signature books for each type of POSB schemes are maintained separately in respect of the SO and the BOs in account. Accounts which have been closed/transferred are properly scored out. He should also see that no specimen signature is wanting.
2. (i) Test check to see that the lists of transactions and SB returns are prepared in the prescribed manner.

28. Š`m^wJVmZn§Or~MVñH$s_O_mVWm~ëH$boZ-XoZH$sì`dñWmC{MVh¡?`hgw{ZpíMV H$aZoHo${bE{H$EogoImVm|_|boZ-XoZ_|H$moB©{dbå~Zhthmo,g_ñ`mAm|H$mEH${dñV¥VAÜ ZH$a|Ÿ&

29(H$).(i) A{V[aº${d^mJr`CnS>mH$Kam|Ho$_m_bo_|{nN>bo{ZarjUgoOmarH$sJB©àmapå^H$ agrXm|Eg~r-26_|Xem©B©JB©g^ram{e`m|Ho$H«o${S>Q>H$sOm§MH$s{OEŸ&

(I). `hgw{ZpíMVH$aZoHo${bE{H${ZYm©[aVEg~r-28agrX|O_mH$Vm©Am|H$moEogoàË`oH$_m_bo _|OmarH$sJB©h¢Ohm§nmg~wH$S>mH$Ka_o§aIrJB©h¢,{nN>bo{ZarjUgo4{V{W`m|Ho${bE`mÑpÀN>H$ê$n goEg~r-28H$sOmarH$sJB©agrXm|H$sOm§MH$a|Ÿ&`hgË`m{nVH$a|{H$agrXH$s_ybà{V`m§O_mH$Vm© Ho$ny§OrHo$gmW[aH$m°S>©naaIrJB©h¢Ÿ&_ybagrXCnbãYZhthmoZona`hXoI|{H$H$maUm|H$mñnï>rH$aU AmnH$sg§Vw{ï>Ho$AZwgmah¡Ÿ&Bg~mVH$sg§Vw{ï>H$a|{H$agrXm|_|Xem©`mJ`meofg§~§{YVImVmHo$Cg Zmo{Q>ggo_obImVmh¡VWmAà`wº$agrX|AjwÊUh¢Ÿ&

30. nmg~wH$,~rOH$VWmZ_yZmhñVmjanwñVH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|g^ràH$maHo$~MV ImVmo§O¡goEg~r/AmaS>r/Q>rS>r/E_AmB©Eg/nrnrE\$BË`m{XH$snmg~wH$m|Ho$ñQ>m°H$eofH$mgË`mnZ H$a|Ÿ&Z_yZmhñVmjanwpñVH$m,boOa/OZ©bVWmnmg~wH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|{nN>bo{ZarjU goàË`oH$_mh_o§Omar{H$EJEXmonmg~wH$m|H$s`mÑpÀN>H$ê$ngoOm§MH$a|Ÿ&

28. Are the arrangements for Pay Roll Savings Scheme depositors and bulk transactions proper ? Make a detailed study of the problems to ensure that there is no delay in carrying out transactions in such accounts.

29 (a).(i) Check the credits of the amounts shown in all the preliminary

(b). Examine SB-28 receipts issued, selected at random for 4 dates since last inspection to ensure that prescribed SB-28 receipts are issued to depositors in each case where pass book is detained in the post office. Verify that the original copies of receipt with the acquittance of depositor are kept on record. In case of non-availability of any original receipts see that reasons are explained to your satisfaction. Satisfy that the balances shown in the receipts agree with that noted in the ledger of the concerned account and that unused receipts are intact.

30. Verify the stock balance of pass books in the office in respect of all types of Saving accounts viz. SB / RD/TD / MIS / PPF etc. w.r.t the stock register of the pass books, invoices and specimen signature books. Check at random 2 pass books issued in each month since the last inspection w.r.t specimen signature book, ledger / Journals and the stock registers of pass books.

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(I$). `h^rgw{ZpíMVH$a|{H$CnnmoñQ>_mñQ>aa{OñQ>aEg~r-45(~rAmoH$mo^oOoJEnmgdmaÝQ>m| H$ma{OñQ>a)H$maI-aImdH$aVmh¡Ÿ&Cº$a{OñQ>aH$sOm§MH$a|VWm`hXoI|{H$emImS>mH$Kam|H$mo CZHo$boImH$m`m©b`m|Ûmamg_`nag§ñdrH$¥{V^oOXrOmVrh¡Ÿ&

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31 (a). Check the register of undelivered pass books in deposit and see that it is maintained in prescribed manner, that the number shown in the register tallies with the number of undelivered pass books. See that pass books are not retained in the office for more than thirty days from the date of receipt in sub office. In such case arrange immediate disposal of such pass books.

(b). Also ensure that the Sub Postmaster maintains the register SB-45 (Register of passed warrants sent to BOs) properly. Examine the said register and see that timely sanction is sent to BOs by its Accounts Office.

32 (a). Check whether the annual interest statement is received from the HOs. If received, check whether the interest for all the accounts have been posted in SOs ledger of savings accounts, NSS-87/ NSS-92 Accounts.

(b). Check the pass books received for transactions on the days of inspection, whether interest has been added therein and the balance agrees with the ledger balance ?

(c). If the office is a single handed SO, select at random 15 accounts standing at the office from the list of accounts in which pass books have not been submitted for entry of interest (received by concerned Inspector posts). Prepare a statement in the following form :