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Foreign Mails

Learn about UPU guidelines for exchange of mail, postal charges, remittances, and more. Understand international mail categories, tariffs, governance, financials, and critical checkpoints for smooth operations.

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Foreign Mails

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  1. Foreign Mails

  2. Role of UPU • Established in 1875 with headquarters in Berne Switzerland with 192 member countries • Sets guidelines exchange of mail between countries • Standardizes Postal charges to be collected by each country on letter post items • UPU manages IPS facilitating tracking of international mail item • UPU also manages IFS to provide international money order service

  3. Introduction • International Mail • Postal articles • Sender and recipient in different countries • Governed by international treaties • Universal Postal Convention • Bilateral and multilateral treaties • International Contracts • Involves multiple agencies • Posts, customs, ports etc • Involves accounting for all classes of mail • Is essentially import and export • Remittances • Money orders • Money transfers through tie ups

  4. International Mail Business • Categories: • Letter Post items(LC/AO) up to 2 kgs (french term Letters et Cartes/Autres Objects) • Letters • Postcards • Printed Papers • Small Packets • Blind Literature(7kgs) • Bulk (M) Bags up to 30 kgs(includes Bags containing newspapers, periodicals, books etc to one addressee) Parcel Post items • Postal Parcels up to 20 kgs • Flat Rate Boxes • Express Mail Service(EMS)- Fastest possible postal service • WorldNet Express • Surface, Air and Surface Airlift Services(SAL)

  5. Tariff

  6. Tariff

  7. Tariff – cont’d • SAL rates • Rs. 4/- for every 20 gms charged for all countries except SAARC countries in addition to Postage • AIR surcharge • Applied for every 20 gms or part thereof • For SAARC countries – Rs. 3.00 • For other countries – Rs. 5.00 • Bulk bag • For the first 5 kgs – Rs. 350.00 • For every additional 1 kg – Rs. 100.00 • Parcel mail • Tariff for various countries separately defined. Consult Ready Reckoner

  8. Tariff calculator • International tariff can be calculated using the menu Tools – Postage calculator and hitting the link ‘International mails’ in the IndiaPost site

  9. Governance • Governed by PO Guide part II • Based on IPO Rules 1933 • Universal Postal Convention • Letter & Parcel Post Regulations • EMS Manual • Governed by all Import & Export Laws • DGFT Circulars • Prohibitions & Restrictions • DGCA Restrictions for airmail • Based on ICAO& IATA Rules

  10. Financials • India Post gets for delivering postal articles: • SDR 4.049 for 1 kg of LC/AO mail • 0.6 SDR Extra for each Registered letter • 1 SDR Extra for each Insured article • Minimum of 3.5 SDR for EMS Document • Minimum of 5 SDR for EMS Merchandise • Almost 7 SDR's for a Parcel • Pay similar amounts to other countries • Revenue Potential is tremendous

  11. Checks at point of Booking • Most critical • Check and inform customer of service features • Existence of service • EMS or SAL service may not be available to a country • Wrongly booked article will lead to a grievance and added cost • Registration- A value addition to a low value service • What can be registered- Only LC/AO mails • Made accountable and trackable by giving a number • All other services like Parcels and EMS are already accountable

  12. Checks at point of Booking(Contd.) • Correct Barcoding • For Parcels starting with C and ending with IN • For insured Parcels starting with CV • For EMS starting with E and ending with IN • For Registered Letters starting with R • For Insured letters starting with V • These have ISO and Postal technical standards • For articles with Barcodes • Booking data is captured online – Called Event A • Is transmitted through IPS to foreign countries. • Allows end to end tracking

  13. Checks at point of Booking(Contd.) • Effects of Wrong Barcoding: • Article cant be tracked • Ends up at the wrong Office of Exchange • The Office of Exchange in India or abroad will change the barcode • The Department may have to pay penalty to the foreign postal operator • May end up paying EMS Rates for a registered letter! • If there's no Barcode • A penalty of 1 SDR per article for Registered letters is applicable • For EMS and Parcels- They are treated as non-accountable • Revenue is lost due to this

  14. Checks at point of Booking(Contd.) • Customs Declaration • All articles should have a CN22/CN23 • CN 22 for value less than SDR 300 • CN23- Multiple copies(depends on Country) • Sender advised to check prohibitions/ restrictions • Booking official should know the importance • For merchandise commercial invoices a must • Customs related issues are senders responsibility • Our duty is to facilitate • Article without declarations can be delayed and confiscated

  15. Checks at point of Booking(Contd.) • Packaging • Parcels should not be packed in cloth • Documents should be in secure envelopes • Address • Complete in English • Telephone number • Post code

  16. Effects of Correct Booking • Proper channel is ensured • Tracking possible • Delays in Customs clearance eliminated • Timely delivery is ensured • Accounting is facilitated • Leads to customer satisfaction and growth in Business

  17. Practice • Exercise 2.2.1

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