1 / 97

Welcome

Welcome. Returned Letter Offices(R 389). Established at the Headquarters of the Circle Functions under direct control & supervision of CPMG The officer In-charge is designated as Manager Manager is responsible for entire work Manager is assisted by Asst.Manager & Postal

diata
Télécharger la présentation

Welcome

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Welcome

  2. Returned Letter Offices(R 389) Established at the Headquarters of the Circle Functions under direct control & supervision of CPMG The officer In-charge is designated as Manager Manager is responsible for entire work Manager is assisted by Asst.Manager & Postal Assistants Operative office – works six days in a week Observe holidays applicable to administrative offices

  3. Functions of RLO(R 390) Functions of RLO are in two-fold: In its character of an enquiry office - deals with articles the delivery of which to the addressee is possible to effect In its character of RLO- deals with: Articles the addressees of which cannot be found Articles refused by addressees It is also the deposit office of “Returned articles” which cannot be effected either to addressee or to sender

  4. Forms/books used at RLO(R 392) Form of enumeration of articles received at RLO(RLO 1) Form of enumeration of articles despatched by RLO (RLO 2) Register of regd. articles & articles containing valuable property received (RLO 3) Register of articles containing valuable property in store (RLO 4)

  5. Forms/books used at RLO(R 392) Half yearly RLO returns (RLO 5) Registered Journal (RP 51) Registered & Parcel abstracts(RP 33 & RP 8) Registered article envelope (RLO 6) Registered List (RP 32) Registered bundle (RP 37) Parcel List (RP 3) Mail List (M1)

  6. Forms/books used at RLO(R 392) Error book ( MS 2) Book of Postmarks (MA 18) Lab 54-RLO RLO label – Unclaimed and Refused (RLO 10) RLO label – Redirected (RLO 12) RLO label – Station closed bundle(RLO 13) RLO label – Sorting closed bundle(RLO 14)

  7. Forms/books used at RLO(R 392) Form of letter directing recovery of postage due on refused or unclaimed articles(RLO 15) Order book (MS 8) Stock book (SK 1) Bond secrecy(RLO 17) Memorandum of distribution of work(MDW) Due Mail & Sorting List

  8. Stamps & Seals used at RLO( R 393) Name stamp Date stamp Postage due-stamp RLO Seal Registration seal Parcel seal Insurance seal

  9. Furniture's required for RLO(R 394) Table for opening of mails Table for stamping articles Sorting case with compartments Almirah’s with locking arrangements Table & chairs for Manager & Assistants Iron safe Two large strong boxes with double locks Weighing scale Stamping & ink pad Tin & wooden trays

  10. Enquiry Office(R 396) To enable the public to make enquiries at the office in its character of an enquiry office, an enquiry window will be provided

  11. Infns. from Postal Officials & others(R 397) To enable him to dispose of articles, the Manager of RLO should, when necessary, apply for the required information to postal officials of any circle, to heads of offices & others such as agents & managers of commercials concerns who may be in a position to supply such information If Postal official does not promptly reply to an application, report will be made to CPMG Manager, RLO should not make unnecessary enquiries

  12. Importance of redirection(R 398) Most important part of work of RLO in its character of an enquiry office is the disposal of articles by delivery to the addressee Except refused articles, every article to be delivered to the addressee It should be delivered to the sender only after every possible means to find the addressee has been unsuccessfully tried

  13. Articles not issued on insufficient grounds(R 399) Every endeavour should be made to effect delivery of articles to the addresseesotherwise to the sender No article should be issued from a RLO on insufficient grounds or without a reasonable hope of its reaching the addressee or sender When article issued from RLO is returned undelivered, it is examined to see whether the information on which it was issued was sufficient or reliable Duty of examination will be entrusted by Manager to a senior experienced PA in RLO

  14. Secrecy(R 400) Every person employed in a RLO must in accordance with Section 38(i)(b) of PO Act, be bound to secrecy Manager, Assistant Manager & Assistants are therefore, on appointment to a RLO, be required to sign a bond of secrecy in Form RLO 17

  15. Exercise 3.1.1

  16. Qualities of officials working at RLO(R 401) Should be trust worthy Should posses good knowledge of English & vernacular Should posses knowledge about Post Offices serviced by the RLO

  17. Distribution of work(R 402) Head of the Circle may delegate the personal duties of Manager to Assistant Manager except the following: Custody of cash, currency notes, stamps, IPO’s, cheques & articles containing valuables MDW is supplied by CO – which shows the duties of all the staff

  18. Custody of keys(R 403) Almirah’s are kept locked always Senior PA’s are responsible for custody of keys Almirah’s are opened in the presence of senior PA’s Almirah’s containing articles with value & iron safe are secured with double locks One key is kept with Manager & Senior PA

  19. Exercise 3.1.2

  20. Stamping of articles(R 404) All articles received in a RLO will be stamped with RLO date-stamp when received, and against when despatched, even though the same date may have to be impressed on both occasions

  21. Report of irregularities(R 405) Manager, RLO to bring all irregularities detected to the notice of CPMG & Supervising Officers Cases of petty nature which constantly recur and all serious irregularities must be reported to the CPMG of the Circle, served by the RLO All other irregularities will be brought to the notice of the supervising officer of the Post Office or RMS or official at fault

  22. Articles containing goods not transmissible by post(R 406) Orders of CPMG obtained as regards the disposal of postal articles in the following cases: Articles suspected to contain any explosive, dangerous, filthy substance or anything likely to injure the mails or any officer of the PO Articles found to contain anything indecent or obscene A ticket, proposal or advertisement relating to a lottery Any other matter descriptive or otherwise relating to such lottery which is calculated to act as an inducement to persons to participate in that lottery Article found to contain any other thing the transmission of which by post is prohibited

  23. Articles containing goods not transmissible by post(R 406) In case of lottery tickets, these will be destroyed under the personal supervision of an officer not less than the rank of a Director, after the CPMG decides for their destruction Full particulars of the ticket are entered in a separate register Entries in the register should be attested by the officer who should also record a certificate to the effect that the tickets were destroyed in his presence

  24. Treatment of articles containing goods prohibited from export(R 407) Articles received in a RLO bearing endorsement contains prohibited will be forwarded for disposal as follows: By the Kolkata, Lucknow & Patna RLO’s -To Kolkata Foreign Post By the Mumbai & Nagpur RLO’s -To Mumbai Foreign Post By the Chennai RLO -To Chennai Foreign Post By the Amritsar RLO -To New Delhi Foreign Post By the Hyderabad RLO -To Mumbai Foreign Post By the Bangalore RLO -To Chennai Foreign Post

  25. Disposal of records(R 408) Records of RLO which are more than 12 months old (except Regd. Lists accompanying regd. Articles redirected to addressees and undeliverable outward foreign regd. Letters received through the office of exchange which should be preserved for 18 months) will at the end of the period, be torn up & sold as waste paper & sale proceeds will be credited to Govt. account in the accounts of Headquarters Post Office The Bond of secrecy(RLO 17) of an official may not be destroyed so long as he remains in the service except with special permission of CPMG If the official has died, resigned, retired or been dismissed, his bond of secrecy will be preserved for three years, after which it may be destroyed If the official has absconded, his bond of secrecy will not be destroyed, without the special permission of the CPMG

  26. Disposal of records(R 408) The following records may, with the special permission of the CPMG, be destroyed after the lapse of three years: Form of enumeration of articles received in RLO(RLO 1) Form of enumeration of articles despatched by RLO(RLO 2) Register of regd. Articles and articles containing valuable property received(RLO 3) Register of articles containing valuable property in store(RLO 4) Half-yearly returns(RLO 5) Error book(MS 2) CPMG’s order book (MS 8) Stock book (SK 1) Correspondence relating to such matters as the CPMG may decide

  27. Receipt of Mails(R 409) Due mail list supplied shows bag type and time of receipt of bag etc., Each bag received should be carefully examined by PA concerned and confirm correct receipt of bags w.r.t. entry in mail list Mail list is signed and stamped Discrepancy if any, bag is tampered, bag is missing etc., matter brought to notice of Manager Further action taken as guided by Manager

  28. Opening of bags & disposal of contents(R 410) Bag opened by PA in the presence of Assistant Manager Regd. bag and parcel bag are transferred to concerned PA under acquittance Regn. PA opens Regd. bag & examine condition of each article Check the entries with the list Sign & stamp the list

  29. Opening of bags & disposal of contents(R 410) Bag or article bearing signs of damage or tampering should be brought to notice of Manager Manager to take further action

  30. Action on unregistered articles(R 410) Unregistered articles sorted to following classes: Undecipherable & with fictitious address Unclaimed articles Refused articles Undeliverable articles issued from RLO Open letters & unpaid & insufficiently prepaid foreign articles of correspondence other than letters and postcards

  31. Action on unregistered articles(R 410) These articles handed over to PA concerned for taxing & handing it over PA’s concerned for further action Unregd. Articles received in open & torn condition are stamped with ‘received open or torn’ before distribution Unclaimed and refused articles received in the RLO will be marked by the despatching PO with remarks “Left”, “Not known”, “Not claimed”, “Deceased” or “Refused”, as the case may be

  32. Action on unregistered articles(R 410) The PA’s who deal with the unregd. Articles will be responsible that all unregd and regd. Inland articles of letter mail and parcel mails are so distinguished If, in any case, the entry is omitted, it will be returned to the despatching office for supply of omission This is an important duty and must be carefully attended to

  33. Exercise 3.1.3

  34. Redirection of unregd.articles(R 411) Can be redirected any where in India Efforts must be made to ascertain sufficient & reliable information from every source Revised address written on article legibly in red- ink Any marks or words of previous address which is not necessary are neatly scored out

  35. Redirection of foreign articles(R 412) Article originally received for delivery in India by foreign post can be redirected to any country or place served by foreign post Article originally posted for transmission by Indian inland post can not be redirected to places not served by inland post Redirection is based on written instruction of addressee

  36. Disposal –unclaimed/refused inland article( 413) Unclaimed and refused articles received by a RLO in its character of RLO will be separated & disposed as follows: Unpaid or insufficiently paid articles on which any charges have to be recovered, posted in PO’s of Circles not served by the RLO and articles issued by other RLOs will be sent to the RLOs by which the offices where they were posted are served or by which they were issued, as the case may & will be sorted accordingly into the sorting case for RLOs All other articles will, if possible, be returned direct, to the senders irrespective of the circles in which they were posted If the addresses of the senders can be fully ascertained from particulars on the outside, the articles will be returned un-opened

  37. Disposal –unclaimed/refused inland article( 413) If addresses cannot be ascertained, the articles will be opened & in case sufficient information is obtained by a perusal or examination of their contents, they will be returned to sender. Otherwise they will be treated as ‘dead’ articles and placed in deposit Articles, the addresses on and the contents of which are written in a language not known to the RLO to which they have been consigned should, if undelivered, be transferred to the RLO by which the offices where they were posted are served

  38. Preparation & use of RLO envelope & label(R 414) The RLO envelope is called RLO(s) and RLO label is called RLO 10 Prepared when opened or damaged article is redirected to addressee Other articles depatched without being enclosed in envelope If no space on article to write revised address, only destination written on the face in red-ink & RLO label with revised address is pasted

  39. Preparation & use of RLO envelope/label(R 414) Unclaimed or refused articles of letter mail which bears name & address of sender in full & not opened, sent pasting label Unclaimed or refused articles of letter mail which does not bear name & address of sender in full & it is opened, sent enclosing in RLO envelope If no space on article to paste label or impressing RLO stamp, article forwarded enclosing in RLO envelope When RLO envelope or label is used, name & full address of addressee or sender legibly written on it

  40. Disposal of foreign articles(R 415) Articles posted in India for foreign countries & returned undeliverable by them will be received by the following RLOs in respect of the countries noted under each. These RLOs are authorised to open the articles for ascertaining the address of the sender, if necessary Information about the RLO & countries name are furnished in the next slide

  41. Disposal of foreign articles(R 415)

  42. Disposal of foreign articles(R 415)

  43. Disposal of foreign articles(R 415)

  44. Disposal of foreign articles(R 415) Articles posted abroad addressed to India & found undeliverable in India will be sent to local RLO, which should make attempt to decipher the address without opening of article If address is not be deciphered they will be sent to the RLO at Chennai, Kolkata,Mumbai,Patna or Amritsar according to country of origin of the article as grouped above and these RLOs will dispose of the articles according to instructions on the subject in the Foreign Post Manual

  45. Postage due on articles issued(R 417) When an unregd. article is redirected to the addressee or returned to sender, it will be taxed with the postage, originally due on it, unless it be redirected to foreign country in which case the taxing of postage will be left to the office of foreign exchange Unpaid or insufficiently prepaid correspondence, other than letters and postcards, if posted for transmission by the foreign post, will be returned to the sender If any such article is not prepaid with postage applicable to an inland article of the same category, the sender will be required to pay double the deficiency in the internal postage Unpaid & insufficiently prepaid foreign correspondence including letters & postcards which have been marked by the sender for despatch by a ship which is not a mail ship will be returned to the sender

  46. Stamping of RLO envelopes & unregd. Articles(R 418) As per the provisions of Rule 417, an article not enclosed in RLO envelope is taxed, the RLO date stamp is impressed on the article, the original “postage-due” impression remaining intact and in force If the “postage –due” impression has been omitted on an article, or if an article has to be taxed afresh as insufficiently paid or as a penalty for any infringement of the rules, the RLO postage-due stamp will be impressed on it If such an article is enclosed in a RLO envelope, the postage-due stamp will be impressed on the envelope only If a paid article is redirected to the addressee without being enclosed in a RLO envelope, the date stamp will be impressed on the article, but if it is enclosed in a RLO envelope, the date-stamp will be impressed on the envelope only

  47. Refusal of sender to pay postage due(R 419) Article issued by RLO for delivery to sender after realisation of postage, if declined by sender & returned to RLO, Manager to issue a letter to Postmaster in form RLO 15 If sender still refuses, Manager RLO refers matter to CPMG CPMG to decide whether non-official correspondence to sender to be stopped

  48. Refusal of sender to pay postage due(R 419) If necessary, CPMG issues necessary authority to Postmaster to stop delivery of articles Still sender refuses to pay postage, Manager will again submit the case to CPMG for final orders

  49. Exercise 3.1.4

  50. Treatment of regd. articles - letter-mail(R 420) Unclaimed regd. articles of letter mail are disposed in the same way like unregd. mail except the following: Disposed under supervision of Manager When redirected to addressee or returned to sender unopened, accompanied by acknowledgement When issued for delivery after opening, it is enclosed in RLO Regd. article envelope(RLO 6) & despatched

More Related