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EMS ARTICLES

EMS ARTICLES. WHAT IS EMS ?. EMS means Express Mail Service It aims to provide customers with a high quality competitive express mail product at an affordable price on a global basis EMS is presently offered in more than 191 countries

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EMS ARTICLES

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  1. EMS ARTICLES

  2. WHAT IS EMS ? • EMS means Express Mail Service • It aims to provide customers with a high quality competitive express mail product at an affordable price on a global basis • EMS is presently offered in more than 191 countries • EMS cooperative, having 140 members at present, was created to strengthen the EMS service worldwide • EMS takes priority over other postal items in • Collection • Dispatch • Delivery

  3. CHARACTERISTICS OF EMS • Acceptance at any PO or pick up from customer premises • Delivery of items at addressee’s premises • Signature on delivery • Quick & reliable service • Service available for both documents & merchandise • End-to-End tracking • Barcode, containing 13 digits, is mandatory & used for unique identification of EMS items, bags or receptacles. e.g.EE473124829IN

  4. CONDITIONS FOR ACCEPTANCE - EMS item should - be meant for a location to which this service is available. - satisfy the conditions of weight & size - Maximum weight generally 30 kgs. May vary from 20 to 50 kgs. - Size should not exceed generally 1.5 m for any one dimention (or) 3 m for sum of length & greatest circumference measured in a direction other than length.

  5. CONDITIONS FOR ACCEPTANCE - Packing should - be in a manner befitting the weight the shape nature of contents mode & duration of conveyance - not present any danger to officials handling it, not damage other mail or postal equipment • EMS items containing goods or merchandise to be accompanied by customs declaration (CN 22,CN 23 or CP 72) or E1 form, showing the contents in detail. • For commercial items, invoice to accompany

  6. SPECIAL PACKING - Glass or fragile objects to be packed in a strong box with protective material • Liquids to be enclosed in perfectly leak-proof containers • Fatty substances to be enclosed in first packing & then in a sturdy box • Dry colouring powders to be packed in leak-proof metal boxes & then placed in strong box • Dry non-colouring to be placed in strong box containers & then in a strudy box • Live bees, leeches & parasites to be enclosed in boxes • Light green label for urgent medicines or chemical references

  7. PROHIBITIONS • Dangerous & injurious substances • Obscene or immoral items • Live animals • Personal correspondence other than sender to addressee • Customs restricted items

  8. CHECK POINTS FOR BOOKING OF EMS Counter staff while booking the EMS articles has to check whether • EMS service is available to the destination • Within limit of weight & size • Full & correct tariff pre-paid • Insurance applicable & if so, insurance fee is collected • Completed E1 is affixed • Sender’s & addressee’s address are complete & their phone numbers are provided

  9. CHECK POINTS FOR BOOKING OF EMS Counter staff while booking the EMS articles has to check whether • The article does not contain prohibited items • Correct customs declaration is attached • Commercial invoice is attached, if required • Sender has signed the declaration

  10. OUTWARD EMS MAKING UP OF BAGS: • EMS despatches should be made in closed despatches • They should be accompanied by • Manifest form (CN 31, CN 33 or a special manifest) • Delivery bill - Manifest to be attached to the outside of one of the bags in a strong waterproof pouch.

  11. OUTWARD EMS MAKING UP OF BAGS: • Delivery bills – CN 37 for surface mail CN 38 for air mail • EMS items should be enclosed in Blue&Orange EMS bags with bag label having barcode • Gross weight of each bag to be shown on bag label • EMS dispatches are to be handed over in sufficient time for the carrier to process them

  12. OUTWARD EMS AIR MAILS: • Mails are to be accompanied by 5 copies of delivery bill • Dispatching office copy have the acknowledgement for the receipt by airline • Two copies are retained by air line • Two copies, inserted in a CN 45 envelope, to be conveyed in aircraft’s flight portfolio. (the receiving office, retaining one copy, acknowledge the receipt on the third copy & return to the airline)

  13. OUTWARD EMS ROUTEING: • Administration of origin prescribes the route • Routeing details noted on the delivery bill & bag label • Mails shall be forwarded by the most direct route possible • Administration of origin shall inform all transit administrations concerned of any alteration in routing.

  14. INWARD EMS CHECKING OF MAILS: • Check the bags against dispatch manifest for correctness • Check for damage to the packaging or contents • Notify discrepancies & action taken through a VN E-2 to office of origin , by quickest possible means, no later than 24 hours following the discovery of damage • Missing items • Excess items • Damaged items • Delayed items • Other irregularities

  15. INWARD EMS CHECKING OF MAILS: • Send a copy of E2 to intermediate office, if any, that transmitted the mail in bad condition • In case of loss/theft, keep the following intact for a period of SIX weeks from the date of verification • The bag / envelope with the string, labels & lead or other seals • All the inner & outer packets/bags in which the insured/registered items were enclosed - When the mails are transmitted through a carrier, get countersignature of carrier on the deliver bill mentioning the irregularities

  16. INWARD EMS CHECKING OF MAILS: • Send the VN preferably through telefax/any other electronic means of communication PLEASE REMEMBER: • WHEN A RECEIVING OFFICE HAS NOT SENT ANY VERIFICATION NOTE ON IRREGULARITIES, IT SHALL BE CONSIDERED AS HAVING RECEIVED THE MAIL & THE CONTENTS CORRECTLY

  17. CUSTOMS CHARGES PRESENTATION-TO-CUSTOMS CHARGE • Collected for items that attract customs charges or similar charges • Maximum is 2.61 SDR • To be collected from the addressee at the time of delivery

  18. CUSTOMS CHARGES CUSTOMS CLEARANCE FEE - Charged by administrations authorised by customers to clear items through customs - Based on actual costs CUSTOMS DUTY & OTHER FEES - Covers all import duties & charges collected by customs - To be collected from sender / addressee

  19. CUSTOMS CHARGES Exemption from Customs charges in case of items - Returned to Sender - Destroyed because of total damage to the contents - Redirected to third country

  20. HOW TO COMPLETE E-2 ?

  21. HOW TO COMPLETE E-2 ?

  22. HOW TO COMPLETE E-2 ?

  23. HOW TO COMPLETE E-2 ?

  24. HOW TO COMPLETE DAMAGE REPORT FORM ?

  25. HOW TO COMPLETE DAMAGE REPORT FORM ?

  26. HOW TO COMPLETE DAMAGE REPORT FORM ?

  27. CLAIMS & LIABILITY FOR LOSS OR DAMAGE (AS PER UPU DOCUMENT) • Delivery Operator having custody / control of an EMS item is liable for damages from its loss or damage including refund of charges paid • Delivery operator’s liability for loss or damage is limited to the amount paid by the origin operator in full settlement of customer claim • Delivery operator will not be liable for any indirect damages that may be caused by loss or damage to an EMS item • The liability of a Delivery operator for loss/damage shall not exceed 130 / 30 SDR per EMS item with merchandise / documents • Origin operator shall provide the delivery operator with documentary evidence of the amount actually paid to the claimant.

  28. CLAIMS & LIABILITY FOR LOSS OR DAMAGE (AS PER UPU DOCUMENT) • Determination of the value of the loss by an origin operator adjudicating a customer’s claim shall be conclusive • An EMS item is presumed as damaged in the Delivery Operator’s custody / control, if origin operator is not notified of the damage • In a claim for concealed damage, delivery operator’s liability should be established by the origin operator • In case of claim for loss, item is presumed lose in the delivery operator’s custody, if item/dispatch tendered by origin operator was acknowledged

  29. CLAIMS & LIABILITY FOR LOSS OR DAMAGE (AS PER UPU DOCUMENT) • An item not seized or detained by customs or other authority will be conclusively presumed lost, if not tendered to the addressee within 4 weeks of receipt by the delivery operator • The valid time for customer inquiry / claim is four months from the date of posting • Origin operators shall be responsible for paying valid customer claims • In case of items lost, origin administrations should begin indemnity process within one month of the date the customer inquiry / claim is accepted

  30. CLAIMS & LIABILITY FOR LOSS OR DAMAGE (AS PER UPU DOCUMENT) • Indemnity coverage should include both loss & damage • Final claims for loss/damage must be submitted to delivery operator within 3 months from the date the item was tendered to it • The delivery operator shall settle admissible claims from an origin operator within 30 days • If a delivery operator fails to reply to a claim within 30 days, it will be considered to have accepted the claim

  31. CLAIMS & LIABILITY FOR LOSS OR DAMAGE (AS PER UPU DOCUMENT) • Information required to settle claims: • Name & address of sender • Name & address of addressee • Date of shipment • Description of contents • Amount claimed • Evidence of payment to the claimant by the postal administration • Way bill (letter bill) number (CN31,CN33 or special manifest)

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