1. CUSTOMER GRIEVANCE HANDLING SYSTEM

2. CUSTOMER CARE / SERVICE
WHAT IS CUSTOMER CARE / SERVICE?
WHAT ARE ITS ADVANTAGES?

3. CUSTOMER CARE / SERVICE
Customer Care is
- being sensitive to the needs & expectations of customers
- about providing a continous improvement in what we do & “enriching the customer experience” of a product / service

4. CUSTOMER CARE / SERVICE
From good customer service,
Our organisation gets
- Increased customer satisfaction
- Repeat business from satisfied customers
- Word of mouth publicity from satisfied customers
- Customer loyalty due to the reputed & complaint-free customer service

5. ENQUIRIES & COMPLAINTS
Complaints & enquiries regarding articles of letter mail & parcel mail in the foreign post must be submitted BEFORE LAPSE OF ONE YEAR from the day following the day on which the article was posted
(Rule FOREIGN POST MANUAL)

6. EXEMPTION FROM RESPONSIBILITY
IN CASE OF REGISTERED ARTICLES:
No responsibility must be accepted for the loss of registered articles in the following cases:
Whenever a loss occurs due to causes beyond control
If an enquiry into the disposal of an article is rendered impossible by the destruction of official records through causes beyond control
If the claim is made by the sender one year after posting of the article
In case of articles that have been confiscated under the provision of law
(Rule FOREIGN POST MANUAL)

7. EXEMPTION FROM RESPONSIBILITY
IN CASE OF REGISTERED ARTICLES:
No responsibility must be accepted for the loss of registered articles in the following cases:
In case of articles that have been delivered in accordance with the rules
If the enquiry was received after the expiry of the prescribed period of retention of official records relating to that article
Related to customs declarations & the decisions of customs department
(Rule FOREIGN POST MANUAL)

8. EXEMPTION FROM RESPONSIBILITY
IN CASE OF INSURED ARTICLES:
No responsibility must be accepted for the loss, theft, damage of insured articles in the following cases, in addition to the cases discussed earlier:
(a) when the damage has been cause by the fault or negligence of the sender
(b) in case of insured letter containing dutiable items to countries which do not admit such items in insured letters
(c) in cases of fraudualent insurance for a sum greater than the actual value of the contents.
(d) for transit items transmitted in closed despatches through india for destinations for which india has no insurance service. (But, in such cases, as for the loss of registered articles must be accepted)
(Rule FOREIGN POST MANUAL)

9. PROCESSING OF COMPLAINTS WEB BASED CUSTOMER GRIEVANCE HANDLING SYSTEM
(INLAND)

10. How & Where can the customer lodge the complaint?
The customer can
lodge a complaint online through website indiapost.gov.in and also know the status of the complaint
Register his/her complaint in the post office where transaction has taken place and get acknowledgement.
Register his/her complaint in the office of higher authorities which will be forwarded to the concerned CCCs for processing.

11. The customer can go to home page of www.indiapost.gov.in.
LODGING COMPLAINTS THROUGH INDIA POST WEBSITE
The customer can go to home page of
Click on the link “Feed back”
Click on the link “Complaint Registration”
Also, by clicking the link “Complaint Status”, he/she can know the present status of disposal of his/her complaint.

12. LODGING COMPLAINTS THROUGH INDIA POST WEBSITE

13. PROCESSING OF COMPLAINTS AT CCCs
The CCC can open the web based complaints handling software by clicking on the following links in the home page of Quick links -> Customer Care Centre

14. Link of CCC in India Post web site

15. CCC software The login screen of the software will open.
The CCC has to enter the User ID and the password.
Click on “login”.

16. Login screen of CCC software

17. CCC Software Complaint registration form will open .
The particulars of the complaint has to be entered by the CCC.

18. Main screen of CCC software

19. Registering complaints in CCC software
Enter the particulars of the complaints.
A search option is provided to find the correct destination CCC. (It may be Divisional office / Head Post Office)
Once particulars are entered, click “Add”
A complaint registration number will be generated and shown.
Also, upload the scanned image of the complaint by browsing the file.

20. Registering a complaint

21. Registering a complaint

22. Registering a complaint

23. Registering a complaint

24. Uploading the scanned image of the complaint

25. Acknowledging the complaint registred in CCC software
Once the complaint is registered in CCC software, acknowledgement report will be automatically generated.
The printout of the same should be taken and forwarded to the complainant.
Alternatively, the acknowledgement printout can also be taken under the option
“Printouts-> Acknowledgement”

26. Acknowledging the complaint registered

27. Finding current status of the complaint
To findout the current status of the complaint,
click the options “Complaints-> Query”.
The complaint can be fetched by giving
(i) complaint number
(ii) article number
(iii) office of transaction
(iv) date of data entry.
- If the destination CCC has replied, the same will be shown at the bottom of the page, so that further disposal can be done.

28. Finding disposal of a complaint

29. Finding disposal of a complaint

30. Finding disposal of a complaint

31. Settling the replied complaints in CCC software
The current status of the complaint (whether replied or yet to be replied by the destination CCC) can also be viewed by clicking the options
“Pending-> Outward”
Also, we can check whether we have received any inward complaint waiting for reply by clicking the options
“Pending-> Inward”

32. Watching the disposal of outward complaints

33. Watching the disposal of outward complaints

34. Settling (Replying) the inward complaint
Click on the inward complaint
The particulars of the complaint will be shown
Click on “Reply”, if the complaint pertained to your CCC and you have the disposal particulars.
Click on “Transfer”, if the complaint is not pertaining to your CCC and transfer the complaint to correct CCC.
After giving the reply, “Update” the disposal particulars.

35. Settling the inward complaints

36. Settling the inward complaints

37. Settling the replied outward complaints
Click “Pending -> Outward” to check the present status of the complaints registered (whether replied or pending for reply which will be shown in different colours)
Click on the complaint which is replied.
Update the final reply (like delivery particulars given by the destination CCC).
If the complaint has to be closed, then place a tick mark in “Status Closed”
Click “Update”

38. Settling the replied outward complaints

39. Settling the replied outward complaints

40. Settling the replied outward complaints
The final reply to the complainant will be generated and shown
Modify the contents, if needed and click “preview”
Take printout of the above and forward to the complainant.
The same printout can also be taken by clicking the options
“Printouts -> Settled reply”

41. Settling the replied outward complaints

42. Printing settled reply for outward complaints

43. Taking various reports in CCC software
The following reports can be taken by clicking the option “Reports”
Monthly Progress report
Periodwise Progress report
Articlewise Progress report
Outward pendency wise report
Inward pendency wise report
Outward category wise report
Inward category wise report

44. Taking reports

45. Configuration of CCC software
CCC particulars can be configured under the option
“Tools -> My office configuration”
The contact details of all CCCs can be viewed by clicking the option
“Tools -> Contact details of CCCs”
The password for the CCC can be changed through the option
“Tools-> Change Password”

46. Configuration of CCC software

47. Logging out the CCC software
After the processing of complaints in CCC software, logging out of the software can be done through the option
“Logout” on right top of the screen.

48. Logging out of CCC software

49. PROCESSING OF COMPLAINTS BETWEEN POSTAL ADMINISTRATIONS

50. - In respect of complaints to be dealt with foreign postal administrations, the same have to be dealt through IPC- CSS (International Post Corporation – Customer Service System ) It is a web based application.

51. IPC - CSS
The following products are currently supported in the system:
E Parcel Group (EPG)
Express Mail Service (EMS) (also known as “Rugby” )
Post Exprès (EXPRES)
Registered letters (REG)
Insured letters (INS)
Parcels – also known as the “Internet Based Inquiry System” (IBIS)

52. IPC - CSS
Applications and database reside at the International Post Corporation (IPC) in Brussels
users are therefore not required to install special software
Advantages of IPC-CSS are
- One application and one procedure, supporting several products
- Decrease of “paperwork”; elimination of CN08
- Flexible approach towards changes and enhancements
- Faster inquiry process
- Easy to operate

53. IPC - CSS IN THE ADDRESS BAR TYPE URL : http://cs.ipc.be or…
FOR SECURED ACCESS

54. IPC – CSS - Login

55. IPC – CSS
Enter your User Name and Password and press the LOGIN button.
Only 3 attempts to enter a valid User Name and Password are allowed.
If you try more than 3 times to login into the application with a valid User Name but a wrong password your account will be blocked

56. IPC – CSS - Main Screen

57. IPC – CSS

58. IPC – CSS = LEVELS OF ENQUIRY
Investigation Request:
- A simple request for basic information about current status of a item
- Origin call centre sends simple inquiry
- The destination call centre answers by consulting the track & trace system
- If answer is satisfactory to customer case is treated as closed
- Also used for withdrawal requests
- - Reply to IR, with measures & reasons,
Parcels : in 12 working hours
Regd. Letters : in 6 working hours

59. IPC – CSS = LEVELS OF ENQUIRY
Special Search:
- Request for a fuller information than in IR
- Destination to check all planned locations: OE
CUSTOMS
DELIVERY OFFICE
ADDRESSEE

60. IPC – CSS = LEVELS OF ENQUIRY
Special Search:
- Request for a fuller information than in IR
- Destination to check all planned locations:
OE, CUSTOMS, DELIVERY OFFICE & ADDRESSEE
- Reasons for an SS:
- expansion of information supplied
- status changed since last inquiry
- result of escalation
- already checked internet
- Starting points
- IR reply
- New case

61. IPC – CSS = LEVELS OF ENQUIRY
Special Search:
- Reply to SS, with measures & reasons,
EMS : in 10 working hours
Parcels : in 24 working hours
- Responses to inquiries must be clear & unambiguous, answering the specific questions raised.

62. IPC – CSS = LEVELS OF ENQUIRY
Full investigation:
- A request for conclusive answers to an inquiry
- Destination to check all possible locations
- Reasons for FI:
- Part of claims process
- Escalation from SS
- Starting Points:
- SS reply
- New case
- Reply to FI, with measures & reasons,
EMS : in 24 working hours
Parcels : in 160 working hours
Regd. Letters : in 10 working days

63. IPC – CSS = LEVELS OF ENQUIRY
Written proof of delivery:
- Request for a written POD
- is a part of claims process or
needed for resolution of dispute between sender and addressee
- Destination is expected to provide copy of the addressee’s signature & name in block letters
- POD copy should be sent through FAX /
- Hardcopy of POD within three working days
- Written POD should be chosen for POD request only when the delivery date is known
- Reply to Written POD, with measures & reasons,
EMS : in 24 working hours
Parcels : in 40 working hours
Regd. Letters : in 28 working hours

64. IPC – CSS = LEVELS OF ENQUIRY
General Information:
- It is used for
- Reminder & communication purposes
- Complicated cases exclused from IR,SS, FI
- Cases that take time for investigation
- Inquiries & requests:
- Origin to Destination
- Address correction, item return request
- Reminder
- Destination to Origin
- Address questions, customs query
- - Reply to GI, with measures & reasons,
EMS : in 24 working hours
Parcels : in 24 working hours
Regd. Letters : in 3 working days

65. IPC – CSS = LEVELS OF ENQUIRY
Broadcast:
- Important information to some or all other call centres
(eg. Warning of some service disruptions)

66. IPC – CSS = THINGS TO REMEMBER
Item IDs should be in standard format
EMS ( Rugby)
Should be of 13 characters length
shall consist of numbers and CAPITAL letters only
commence with “E” (e.g. EA XX)
EPG
Should be of 12 or 13 characters length,
consisting of numbers and CAPITAL letters only
commence with “E”, “C” or a number

67. IPC – CSS = THINGS TO REMEMBER
EXPRES, REG and INS (PRIME):
Should be of 13 characters length
consisting of numbers & CAPITAL letters only
commence as follows:
EXPRES item – with “L” (e.g. LX XX)
REG item - with “R” (e.g. RA XX)
INS item - with “V” (e.g. VV XX)
PARCELS(IBIS also known as CRICKET ) :
should be in S10 format
commencing with “C”
consist of CAPITAL letters only (e.g. CP XX).
An exception is made for bilaterally agreed item IDs communicated to IPC (CSS uses specific restrictions on bilaterally agreed item ID‟s)