1. INWARD PARCEL MAIL

2. SURFACE

3. IRREGULARITES DETECTED 1. DESPATCH NOT RECEIVED: On receiving mail at the office of exchange, - immediately check the bags & their fastening (string/ lead, seal, label). - Also, check the origin & destination of bags entered in the delivery bill - check whether the mails, especially those containing insured, arrive in the sequence in which they are despatched - in case of discrepancy, report to office of origin by a VN. - if the despatch comes to hand subsequently, a further verification note must be sent to the office of origin. - Check the parcels & documents accompanying them (Rule 250 FOREIGN POST MANUAL)

4. IRREGULARITES DETECTED 2. BAG RECEIVED IN DEFECTIVE CONDITION: - IF THE IRREGULARITY WAS DETECTED AT THE PORT OF EMBARKATION : Send VN to the office of despatch alongwith a reference to the VN sent from the port. - IF THE IRREGULARITY WAS NOT DETECTED AT THE PORT: - Conduct enquiry. If it shows that the contents of the bags are not intact, submit a full report to the Head of Circle. Also, issue a VN to the office of dispatch. - MINOR DEFECTS IN THE CONDITION OF BAGS SHOULD GENERALLY BE DISREGARDED. (Rule 250(2) FOREIGN POST MANUAL)

5. IRREGULARITES DETECTED 3. BAGS WEIGHT EXCEEDING THE MAXIMUM: -If bags, with weight substantially exceeding the limit, are frequently received from an office of exchange abroad, -Send a VN to that office. 4.PARCEL BILL NOT RECEIVED -If parcel bill is not received, ask the supervisor to check and until that do not dispose the parcels. -Prepare a substitute bill in duplicate -Send a VN to the office of despatch alongwith a copy of the substitute bill. (Rule 250(3)&(4) FOREIGN POST MANUAL)

6. IRREGULARITES DETECTED 5.If there is any discrepancy between the number of bags advised on the parcel bill & actually received, -Report to the despatching office of exchange through a VN. -If it is clear that a bag is missing, make enquiry at the port of arrival even if the number received agrees with number advised by that office. -If the enquiry reveals loss in this country, submit full report to Head of Circle. (Rule 250(5) FOREIGN POST MANUAL)

7. OPENING OF PARCEL MAIL -After the due examination of parcel mail received, -First open the “F” bag (containing the parcel bill & relevant despatch documents) -When the bags are opened, cut the string in one place only to keep the fastening together -Check the continuity of the serial number of the parcel from the same office of exchange to ensure that a mail is not missing. -Impress office stamp on each sheet of a parcel bill -While the contents out after opening of each bag, take care to avoid damaging of parcels / leaving any documents, labels / small parcels in the bag. -Check the number of parcels in each bag with number written on the label of the bag. -Retain the labels till tallying with the parcel bill -Keep ordinary, C.O.D, parcels for delivery free of charges, insured parcels, parcels in transit in separate groups. (Rule 251 FOREIGN POST MANUAL)

8. OPENING OF PARCEL MAIL -Place the despatch notes, customs declarations & other documents received in the parcel bill bag or in advance, in the corresponding groups. -Check the origin number & address shown on each despatch note against corresponding parcel. In case of insured, check the insured value also. -Associate the customs declarations with relative despatch notes. -After completion of customs examination, make into bundles, the despatch notes & 2 nd copy of customs declaration, according to originating country/ office of exchange. -1 st copy of customs declaration, advice of delivery forms, C.O.D. money order forms & franking notes, if any, should be left with parcel for further action. (Rule 253 FOREIGN POST MANUAL)

9. EXAMINATION OF PARCELS Examine, with the despatch papers, that the parcel -Is addressed to a destination in India -If received missent, it should be treated as a de couvert -Is in suitable condition for transmission to the destination -Does not contain anything inadmissible or prohibited -Does not exceed the limit of weight / size If insured, -Bears no evidence of tampering -Bears an insured (VALEUR DECLARE’E) label / official indication of insurance -Is insured within the maximum limit of insurance -Weight recording on the parcel, parcel bill tallies with weight actually ascertained by weighing it. (Rule 253 FOREIGN POST MANUAL)

10. DEALING WITH “FRANC DE TAXES ET DE DROIT” - If the parcel is for delivery free of charges received from foreign country, check whether it - is posted in one of the countries having that service - is accompanied by a franking note (CN-11) having entries agreeing with those shown on the parcel - bears an official label “FRANC DE TAXES ET DE DROIT” (Free of Charges and fees) If the parcel arrives without a franking note or franking note lost after receipt, - prepare a duplicate franking note with particulars available on the parcel & in the despatch note. - show on Parts A & B of the franking note, the name of the country of origin & the date of posting (as nearly as possible) (Rule 253(4) FOREIGN POST MANUAL)

11. DEALING WITH “FRANC DE TAXES ET DE DROIT” -After customs assessment, make necessary entries in the “Inward Duty prepaid parcel register” -Forward the parcel to the office of delivery -Watch for receipt of intimation of delivery of the parcel from the Postmaster of delivery office. -If not received within a fortnight, address the postmaster. -On receipt of intimation of delivery, enter the actual amount of customs duty, postal fee, collection fee for delivery free of charges & any other charges in the respective columns of Part A & B of CN-11 -Forward Part A, in a closed cover without indication of contents, to the office of foreign country indicated at the bottom of it. -Part B should be sent to Foreign Post, Mumbai, with an extract of the register relating to the concerned parcel. -Send copy of extract to DAA section of directorate by the same date. (Rule 253(4) FOREIGN POST MANUAL)

12. DEALING WITH “FRANC DE TAXES ET DE DROIT” -After customs assessment, make necessary entries in the “Inward Duty prepaid parcel register” -Forward the parcel to the office of delivery -Watch for receipt of intimation of delivery of the parcel from the Postmaster of delivery office. -If not received within a fortnight, address the postmaster. -On receipt of intimation of delivery, enter the actual amount of customs duty, postal fee, collection fee for delivery free of charges & any other charges in the respective columns of Part A & B of CN-11 -Forward Part A, in a closed cover without indication of contents, to the office of foreign country indicated at the bottom of it. -Part B should be sent to Foreign Post, Mumbai, with an extract of the register relating to the concerned parcel. -Send copy of extract to DAA section of directorate by the same date. (Rule 253(4) FOREIGN POST MANUAL)

13. RETURNED UNDELIVERED / REDIRECTED PARCELS -Examine the parcel whether they are in suitable condition for transmission to the destination -If original address not already deleted, delete the same & replace by name & address of the sender -Copy the reason given on CP-77 on the parcel if it is not already there -Remove the labels & markings related to COD parcels & parcels for delivery free of charges, if it is not already done. (Rule 255 FOREIGN POST MANUAL)

14. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 1. Discrepancy between the total no. of ordinary parcels advised & no. received i) Send a VN ii) Furnish the number of bag in which shortage or excess is found, if possible 2. Errors & omissions in the parcel bill Make necessary corrections, in the presence of supervisor, taking care to cross out the incorrect entries leaving original entries legible 3. Parcels received without Customs Declaration / despatch papers i) The absence of Customs declaration may be disregarded. ii) If no despatch note is received, prepare a substitute despatch note marked “Substitute, prepared at_____” with particulars of contents shown as “unknown” iii) Submit the parcel to customs

15. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 4. Despatch paper received without parcel No need to send VN to the office of exchange unless credit has been allowed. File these papers after recording a suitable note on them. 5. Parcel received without address Open it in the presence of customs authorities If examination of contents does not reveal the address, retain it in safe custody. Send a VN asking for information on address to the despatching office.

16. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 6. Difference between address on parcel & that on despatch note The parcel should be treated as if it is intended for delivery to the address shown in the parcel. Advise the Postmaster of office of delivery of this discrepancy asking him to satisfy himself that the parcel is meant for the addressee. 7. Parcel received damaged – damage due to inadequate packing If there is no sign of tampering, repair & send forward the parcel with a note to the Postmaster of office of delivery intimating the extent of damage. The parcel will be subject to repacking charge. Send VN to despatching office describing briefly the damage

17. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 8. Parcel is damaged or insufficiently packed & the condition is such as to involve responsibility i)Repack preserving the original packing, address & the labels as far as possible ii)Indicate the weight before & after packing on the actual packing iii)Note “remballe a ______” iv)Impress date stamp & sign 9. Loss, theft or damage of parcels i)Indicate on verification note CP 78 or formal report CN 43, the condition of outer packing ii)Preserve the receptacle, the string, lead/ other seal & label intact for a period of 6 weeks from the date of verification.

18. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN iii)Send verification note to the last intermediate office of exchange / outward office of exchange iv)Open the parcel & check the contents v)Report in the formal report CN 43, the result of the above check & attach a copy to the parcel. vi)Repack the parcel vii)Forward to the office of delivery instructing to inform the addressee that the parcel was in that condition when received in this country

19. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 10.Loss, damage, theft of parcel - If the contents are missing wholly / partially & there is reason to suppose that the loss occurred subsequent to the disembarkation in this country. i)Report the matter to Head of Circle. ii)Repair the parcel, if needed. iii)Forward to the office of delivery iv)Ask the Postmaster to inform the addressee that the parcel was found tampered with & obtain the cover, after delivery, for the purpose of enquiry, if the addressee wishes to make a claim. 11. Contents found to be damaged, when opening a parcel for customs examination Make a remark on the parcel “Contents of this parcel were found to be damaged when it was opened for customs examination”

20. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 12. During customs treatment, the contents are found to differ materially from the statement of customs declaration i)Make a suitable note on the parcel ii)Prepare an inventory of the contents iii)Send a VN to the despatching office of exchange abroad 13. Parcel weighing over 20 kgs or exceeding the maximum dimensions is received i)Ask the addressee to collect the parcel from the office of exchange, if it cannot be enclosed in a bag. ii)If the addressee collects the parcel, despatch a VN to office of exchange abroad quoting the actual dimension of the parcel.

21. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN iii)If the addressee refuses / does not answer within a week, send a VN stating the failure of addressee to collect the parcel & asking if the sender can arrange for its collection, as otherwise it will be necessary to treat it as abandoned. 14. Parcel, received in a service, weighing more than 10 kgs i)Send for delivery ii)Send a VN to office of exchange abroad claiming credit in respect of the amount of excess weight as for another parcel

22. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257,265 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 15. Parcel exceeding the maximum dimension fixed for its weight i)Examine carefully whether the credits afforded are those fixed for the weight step corresponding to its volume. ii)If not, claim for additional credits 16. Neither the parcel nor its despatch note bears a serial number label i)Disregard the irregularity. ii)If a label is on the parcel but not on the despatch note or vice versa, supply the deficiency. 17. Parcels “seized” by the customs because it contravenes customs regulations i)Report to country of origin by a VN.

23. IRREGULARITIES RELATING TO ORDINARY PARCELS (clause 123 (d) PO GUIDE PART II) IRREGULARITY NOTEDACTION TO BE TAKEN 18. Uninsured foreign parcel declared to contain objects for which insurance is compulsory under inland regulations i)Forward it as an insured parcel ii)Has to be delivered to the addressee at o/o delivery subject to payment of prescribed insurance fee, postage & registrations fee at inland rates on the declared value / customs assessed value whichever is higher. iii)If the value of the parcel exceeds maximum limit of insurance, insure the article only to maximum value. iv)If refused by the addressee during delivery, parcel to be returned to country of origin.

24. IRREGULARITIES RELATING TO INSURED PARCELS (Rule 258 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 1. Insured value of the parcel exceeds the declared value / when an enquiry discloses fraudulant insurance for a value > the actual value i)Send out for delivery ii)Report the irregularity by VN to office of origin 2. Insured parcel or its despatch note does not bear insured (valeur declaree) label i)Rectify the deficiency ii)No need to send verification note 3. Seals of an insured parcel are damaged but the parcel has not been tampered / contents not missing i)Reseal the parcel officially ii)Send a VN only if the difference in weight exceeds 10 gms

25. IRREGULARITIES RELATING TO INSURED PARCELS (Rule 258 FOREIGN POST MANUAL) IRREGULARITY NOTEDACTION TO BE TAKEN 4. Seals of an insured parcel are damaged & loss of contents is suspected i)Carefully check the weight in presence of supervisor ii)Send a VN to the despatching office iii)Report the case to Head of Circle iv)Retain the bag, string & seal pending instructions

26. AIR

27. REGULATIONS -The regulations & conditions regarding inward surface parcel mails apply generally to inward air parcel mails (Rule 297 FOREIGN POST MANUAL)

28. CONDITIONS -Air parcels are to be received in separate air parcel despatches accompanied by parcels bills (CP 87) -Copy of CP 87 bill to be furnished to the office of account after the parcels are finally disposed off -If any air parcels are received along with the letter mails, the matter to be taken up with the despatching office of exchange by a VN. (Rule 298 & 299 FOREIGN POST MANUAL)

29. AIR PARCEL DESPATCHES AT RECEIVING OFFICES OF EXCHANGE -Check the contents of the despatch against the parcel bill advice. -Transform a de couvert air parcels, if any, to the parcel export branch after checking the correctness of the credits afforded with reference to CP-81 or CP-82 -Score out the air mail label on the parcel & despatch note by means of two thick transverse lines, if the further conveyance is by surface means -Furnish a copy of the parcel bill (CP 87) with a statement, showing the particulars of a de couvert air parcels reforwarded by surface route, to the office of account -Transit air parcel mails must be reforwarded in the same manner as transit air mails. (Rule 304 FOREIGN POST MANUAL)