1. DESPATCH
ORDINARY MAILS

2. Different sources of Collection - Recap
POST OFFICE
LETTER BOXES
RNP BUNDLES
BULKY ARTICLES
BRANCH OFFICE
COUNTER
BULK MAIL
POSTMAN
ARTICLES WITH HIGH VALUE POSTAGE STAMPS
UNREGISTERED PARCELS
FRANKED ARTICLES
MIS SENT/ MIS DIRECTED

3. Segregation of mails Segregation of letters for stamping/sorting
Fully prepaid articles (Postcards,letters,letter card, Air letter)
Fully prepaid Second class articles(News paper, Book packet etc.,)
Unpaid/insufficiently paid articles or articles posted under breach of condition
Privately manufactured postcard, ILC (Unpaid, breach of condition articles)
Second class articles (Unpaid, insufficiently paid, breach of condition)
Rule 60-A Volume V

4. Facing of Articles
The facing means the arrangement of articles with the address side upward and the addresses turned in the same direction.
(Rule 54 Vol.V)

5. Defacing of Articles
Defacing should not be …..

6. Defacing of Articles
Defacing should not be …..

7. Defacing of Articles
Defacing should be

8. Defacing of Articles
Defacing should be

9. Defacing of stamps
Small portion of date stamp should be on postage stamp and major part of it be on article
Deface with minimum number of cancellations
Clear and distinct impression

10. How to get Clear & Distinct Impression?
Clean the stamps and seals regularly
Put them in boiling water
Clean with kerosene & Hard brush
Keep the stamp pad clean
Apply sufficient ink
Use rubber pad on a stone slab
Do not cancel non-postage stamps

11. Exercise

12. Postal Index Number
Postal Index Number is a 6-digit code introduced w.e.f
It is the last piece of information in the address

13. Postal Index Number There are eight PIN regions in the country.
The first digit indicates one of the regions.
The first 2 digits together indicate the Sub region or
one of the Postal Circles.
The first 3 digits together indicate a Sorting/Revenue
district.
The last 3 digits indicate the Delivery Post Office.

14. Advantages of using PIN
Simplifies sorting
Distinguishes places with identical names
Eliminates the need for transcription
Helps in mechanized sorting
Increases service efficiency

15. Importance of First Digit
Region
States Covered 1.
Northern
Delhi,Haryana,Himachal Pradesh,J&K,Punjab 2.
Uttar Pradesh,Uttranchal 3.
Western
Gujarat, Rajasthan 4.
Chhatisgarh,M.P,maharastra 5.
Southern
Andhra Pradesh, Karnataka 6.
Kerala,Tamilnadu 7.
Eastern
Assam, North Eastern,Orrisa,West Bengal 8.
Bihar, Jharkhand

16. Importance of first two digits
Postal Circle 11
Delhi
12,13
Haryana
14 to 16
Punjab 17
Himachal Pradesh
18,19
Jammu and Kashmir
20 to 28
Uttar Pradesh & Uttaranchal
30 to 34
Rajasthan
36 to 39
Gujarat
40 to 44
Maharashtra

17. Importance of first two digits
Postal Circle
45 To 49
Madhya Pradesh & Chhattisgarh
50 To 53
Andhra Pradesh
56 to 59
Karnataka
60 to 64
Tamilnadu
67 to 69
Kerala
70 to 74
West Bengal
75 to 77
Orissa 78
Assam 79
Northern Eastern
80 to 85
Bihar & Jharkhand

18. Example of PIN Code 570010- for Ittigegud Delivery Post Office
5- One of the eight regions (South India)
57-Sub region (Karnataka state)
570- Revenue district (Mysore )
010-Delivery PO (Ittigegud )

19. Practice
Exercise

20. Sorting principles Preliminary sorting
a) To relieve RMS of the peak hour’s problem
b) To eliminate rehandling of mail to large extent
c) To pick up the mails which need not go to mail office
Local mail deliverable at the same PO,
Mails for BOs under the account jurisdiction

21. Sorting principles Local articles BO articles
Parent mail office(TD/NTD separately)
TD : articles for POs under the same parent Mail Office (L1 or L2)
NTD: articles for Post offices other than TD

22. Duties of sorting postal assistant
Sorting unregistered articles
Detection of irregularities
Making error entry
Preparation of justified labelled bundles
Transfer of sorted articles in time to other branches like delivery and subaccounts
closing of Mail bag

23. LABELLED BUNDLES
A labelled bundle is a collection of articles, which are faced and bundled together with a check slip on the top. ( Rule 24 Volume V)
Sorting postal assistant prepares for unregistered articles.
Office of destination should be written correctly
I class and II class articles should not be mixed
Name stamp, date stamp, signature of PA required on check slip
Eliminates multiple handling at different intermediary offices

24. LABELLED BUNDLE
Rule 25 Volume V

25. LABELLED BUNDLE Type of Label Bundle When Prepared Station Bundle
Whenever 15 or more articles are available for delivery by the same delivery Post Office
TD bundle
articles for POs under the same parent Mail Office (L1 or L2)
NTD bundle
articles for Post offices other than TD

26. Due Mail
&
Unusual Mail
Rule 53 Volume V

28. DUE MAIL AND UNUSUAL MAIL
Due Mails Received and dispatched daily or at regular intervals Unusual Mails Received and dispatched whenever needed.
Rule 53 Volume V

29. DUE MAIL AND UNUSUAL MAIL
Mail bag
Parcel bag
Transit bag
Packet bag
Account bag
Camp bag
Branch office bag
Special bag
Regd. Pkt. bag (prescribed)
Regd. Pkt. bag (not prescribed)

30. Practice
Exercise 2.7.3

31. Types of Bags & contents
Bag Tye
Abbreviation
Contents
Account bag A
Accounting documents & cash bag
Branch Office Bag B
Accounting documents of BO and Un accountable & accountable mails, cash bag with or without cash
Letter Bag L
Unregistered Mails
Mail bag without PL list D
Un-registered mail
and Registered bag
Station Mail bag
(from RMS to PO) M
Unregistered mail Registered bag and Parcel list
Sorting Mail bag
(from PO to RMS) S

32. Types of Bags & contents
Bag Type
Abbreviation
Contents
Parcel bag P
Registered and VP Parcels & INS bag
Packet Bag
Pkt
Empty canvas bags
Registered bag R
Regd. and VP letters, INS Envelopes and MO bundles
Registered packet bag RP
Second class Regd and VP packets
Transit bag TB
Several bags with a copy of Mail list
Speed post bag SP
Speed post articles
Special bag
Special
Addressed to dignitaries
Camp bag
Addressed to postal officer camp at different station

33. Types of Bags & contents
Bag Type
Abbreviation
Contents
TD Bag TD
First Class articles deliverable within the jurisdiction of the parent mail office
NTD Bag
NTD
First Class articles deliverable outside the jurisdiction of the parent mail office

34. Due mail list & sorting list
Issued by Divisional Superintendent
Issued for each post office
Shows receipt and despatch schedules
Mode of conveyance
Time of receipt and despatch
Type of bags to be received and closed
Routing of articles
A model Due mail list is shown in next slide
Rule 52-A Volume V

35. Due mail list of RAMAPURA SOSN
Receipt side
Bag
Despatch side 01
At 0800 through DMMS
Mysore sorting to Ramapura M
At 1030 Through Maruthi Motor service
Ramapura to Laxmipura
Ramapura to Seethapura
Ramapura to krishnapura B 02
At through Maruthi Motor service-CMMS
Krishnapura to Ramapura
Seethapura to Ramapura
Laxmipura to Ramapura
At 1130 through GDSMC Hanur
TB containing
Ramapura to hanur
Ramapura to Mullur TB 03
At 1100 hours through Ravindra Motor service
Kollegal HO to Ramapura
Containing
Kollegal to Ramapura
D(a) A
At 1630 hours through Ravindra Motor service
Ramapura to Kollegal HO 04
At 1115 through GDSMC Hanur BO
Hanur BO to Ramapura SO
Hanur to Ramapura
Mullur to Ramapura
At 1630 hours through DMMS
Ramapura to Mysore sorting S

36. Exercise

37. Mail flow process for I class mail
Post Office
Post Office
Post Office
Post Office
Level-1 mail office
Level-1 mail office
Level-2 mail office
Level-2 mail office
Level-2 mail office
Level-2 mail office
Post Office
Post Office
Post Office
Post Office
Post Office
Post Office
Post Office
Post Office
Level-1 mail offices exchange mail with each other and with selected L-2 in the Circle
Level-2 mail offices exchange mail with the level-1 mail office to which they are mapped and the level-2 mail offices mapped to the same level-1 mail office, and with selected L-1 offices
Post Offices exchange mail only with the mail office (level-1 or level-2) to which they are mapped

38. Procedure for First Class Mail
Mail offices are classified into L1 and L2 offices to handle first class unregistered and registered mail
89 L1 offices and 244 L2 offices identified
Post offices mapped to L2 office or L1 office

39. Exchange of Mail Bags between sorting offices
Post Offices exchange mail only with the mail office (level-1 or level-2) to which they are mapped
The LBs & articles are closed in concerned TD & NTD bags

40. Procedure for Second Class mail
Existing mail offices handling second class mails reclassified as L1 and L2 offices
86 L1 and 241 L2 offices identified
Post offices to close one bag containing both TD and NTD articles to mapped L1 or L2 offices

41. Preparation of sorting bag
Post offices to prepare two kinds of bags for First Class articles
A TD bag containing unregistered mail
A NTD bag containing unregistered mail
A TD bag containing registered mail
A NTD bag containing registered mail

42. Preparation of Mail bag
Sorting PA will collect following bags from respective branches and closes the S-bag for Sorting office.
Registered bags
Parcel list with Parcels
Account bag if any
Prepare label to the destination
Transfers the S-bag to Mail PA for onward dispatch under acquittance
POs to place the following bags in S bag
first class TD and NTD bags for both unregistered & regd
Second class bag containing TD & NTD articles
POs to retain station articles
Rule 73 Volume V

43. Mail list

44. Invoicing of all bags dispatched on
Mail- List
Invoicing of all bags dispatched on
a particular occasion to another office

45. Mail List Prepared by Post offices Addressed to the parent Mail Office
Prepared by Mail PA in M-1 form
Number of due and unusual bags are shown on top
Details of all unusual mails are shown
Prepared in duplicate if the bag is exchanged directly
Prepared in triplicate (TML) if the bag is exchanged through a non-postal agency
DO signature and DO date stamp
Rule 76 Volume V

46. Mail list specimen (M1)

47. Different mode of transmission
By Mail Motor Service
Departmental MMS
Contractual MMS ( Private carrier,Govt bus etc)

48. Different mode of transmission
By Train
By AIR

49. By carrier – cycle/foot

50. By Sea

51. Error Reporting
Error book in form MS-2 maintained in all post offices.
Maintained separately for each branch in big offices.
PA records the irregularity
The Supervisor will check & initial
Error Extract will be forwarded to the concerned office for taking necessary action
Copy to controlling authorities to draw their attention in case of serious irregularities

52. Practice
Exercise