outward parcel mail. surface making up of parcels every parcel for despatch abroad should confirm...

OUTWARD PARCEL MAIL

SURFACE

MAKING UP OF PARCELS

Every parcel for despatch abroad should confirm the following conditions:

a) There should be exact address of addressee & sender in Roman characters

b) Address should not be written in pencilc) Properly packed so that it cannot be damaged by repeated

handlings & cannot be tampered without leaving an obvious trace of violation

d) Properly packed in such a way that it will not endanger the health of the official handling it / damage the other parcels if it contains any such articles.

If a parcel posted in India is not fulfilling the above conditions, it should be returned to sender.

(Rule 215 FOREIGN POST MANUAL)

MAKING UP/ EXAMINATION OF PARCELS

- Foreign parcels should not be marked “REGISTERED” except for parcels for Nepal & Pakistan.

- If they are marked so, score out the word “REGISTERED” - Parcel should be

- In good outward condition- Not exceeding the size limits prescribed- Not exceeding the maximum weight prescribed for the

destination country- Accompanied with appropriate despatch papers- Containing name & address of sender & receiver- Containing no prohibited & restricted items



- If any parcel with irregularities is received at the office of exchange, maximum efforts to be taken to rectify the irregularity by contacting the sender as the department has accepted the responsibility by accepting the parcel at the counter & to ensure better customer service.

- Each parcel has to be accompanied with a despatch note & a customs declaration forms.

- If there is a discrepancy in the particulars appearing on the parcel & that on the accompanying forms, the particulars on the parcel shall be regarded as VALID.

- If the parcel received with insufficient description of contents or any error in the customs declaration, the parcel should be detained in the office of exchange. Ask the office of exchange to supply fresh declarations duly signed by the sender.

(Rule 217, 218, 219 FOREIGN POST MANUAL)


- The sender of the parcel is required to furnish ANY ONE of the following instruction for its disposal in the event of non-delivery.

- (a) despatch of an advice of non-delivery to the sender by the fastest route (surface or air mail)

- (b) despatch of an advice of non-delivery to a third party residing in the country of destination by the fastest route (surface or airmail)

- (c) return forthwith to the sender by surface or air- (d) return to the sender at the end of a given period by

surface or air- (e) redirection of the parcel for delivery to the original

addressee by surface or air- (f) sale of the parcel at entire risk of the sender- (g) abandonment of the parcel by the sender


DISPOSAL OF NOTICE OF NON-DELIVERY

- When a notice of non-delivery is received by the office of exchange from the country of origin,

- Communicate to the sender for fresh instructions, as discussed earlier.

- In addition the sender may opt for the instructions:- (i) Notify the addressee once more- (ii) Correct or complete the address- (iii) Deliver the parcel free of charges either to

the original addressee or another addressee.- On receipt, communicate to the concerned foreign

administration.- If no reply is received from the sender within reasonable time,

address the office of posting.- If no reply is received, ask the destination country to return the

parcel after the expiry of two months from the despatch of an advice of non-delivery.


PARCEL FOR DELIVERY FREE OF CHARGE

- Parcels accepted under the system of delivery free of charges should be examined, in addition to usual for parcels, to see that it is

- addressed to a country having such service- Superscribed with words “FRANE DE DRIOTS”

(FREE OF CHARGES)- Accompanied by a copy of RP 13(a) indicating

the amount deposited & signed by the sender.


PARCEL FOR DELIVERY FREE OF CHARGE

If a subsequent request to deliver a parcel free of charge is received at the office of exchange,

- Forward the copy of application received from the office of posting, bearing the postage stamp, to concerned foreign administration under a registered cover.

- Enclose a franking note with an explanatory note having particulars of despatch of the parcel.

- If telegraphic charges are paid by the sender, the request to the foreign country should be made telegraphically.

(Rule 227A FOREIGN POST MANUAL)

IRREGULARITIES FOUND IN PARCELS


IRREGULARITY ACTION TO BE TAKEN

1. Parcel exceeds the prescribed limit of size / weight / comply with the regulations in the country of destination

Return to the office of posting for delivery to the sender.

2. Uninsured parcel containing articles requiring compulsory insurance

i) Seal with official seal & forward as insured alongwith VN.ii) Report the irregularity to office of posting & its higher authority for recovery of insurance fee in the same manner as deficiency in postage.

3. Parcel is received without despatch note / customs declaration

Enquire the office of posting & obtain necessary forms from the sender.(As discussed earlier)




4. Parcel is accepted with an acknowledgement of delivery even though that service is not available in the destination country

i) Delete all reference on the parcel before forwarding it.

ii) Intimate the office of posting the irregularity with a refund memo, if necessary.

5. If an insured parcel is not properly sealed but otherwise in order

i) Seal it with official sealii) Forward with VN.iii) Initial close to the impressions.iv) Report the irregularity to the office of

posting & its higher authority.

6. If the destination / route of an insured parcel does not have insurance service

i) Retain the parcelii) Inform senderiii) Return to sender if he desires so.iv) Forward as uninsured / by an alternate

route, if sender desires sov) Report to the higher authority of the PO

at which the parcel was posted




7. The insured amount exceeds the maximum limit

Return to the office of posting for delivery to the sender.

8. Insured value is shown in only one item i.e. parcel or despatch note

Supply the omission and forward the parcel to destination.

9. Insured value noted on parcel differs with that in despatch note

i) Value shown on the parcel should be regarded as VALID

ii) Intimate the irregularity to the office of posting

iii) Intimate the higher authority of the office of posting for recovery of any deficiency in insurance fee in the same manner as deficiency in postage.

CLOSING OF PARCEL BAGS

- Parcels should only be packed in parcel bags stencilled “India Post” except for Great Britain.

- For Great Britain, bags stencilled “Great Britain” can also be used.

- Bag not in serviceable condition should be rejected.- If uninsured & insured parcels are dispatched in the

same bag, the insured parcels should be placed in an inner bag sealed with lead.

- The bags which include insured parcels whether alone or together with uninsured parcels, should be marked with the letter “V”


CLOSING OF PARCEL BAGS

- Each bag is to be attached with a label of yellow ochre in colour made of canvas/ strong card-board with an eyelet/ parchment with a heading “COLIS POSTAUX”& name office of exchange & name of destination country.

- Serial number of despatch, number of the bag, the number of parcels enclosed in that bag should be written on the label & initialled by the official closing the bag

- The string used for closing the bag should be tied so as prevent undue movement of parcels within the bag.

- Bag should be closed & sealed in wax or with lead seals.


IRREGULARITIES FOUND IN OUTWARD PARCEL MAIL (DETECTED IN OUR COUNTRY)



1. Error in advice including alteration in credits detected after the despatch of parcel mail

A revised / amended parcel bill, marked “corrected copy” to be sent with the verification note without awaiting VN from the destination office

2. If some bags included in the delivery bill are left behind by mistake

Prepare a statement showing all particulars of the bag available on the label & send it with a VN to the office of destination by the next air mail.

3. Bag found badly sealed or loosely tied at the port of embarkation

Put the bag in good order before despatch.




4. A bag found unsealed or without address label at the post of embarkation

i) Open & Verify the contents as far as practicable

ii) Prepare a VN & enclose in the bag, seal & send to the destination.

5. A bag found unsealed or without address label at the port of embarkation & portion of the contents is missing / damaged.

If it is not due to the tampering, repair the bag If it cannot be repaired, enclose it in a sound bag together with a VN.A new lable with “Remballe u______” must be prepared, date stamped & affixed to the outer bag.Seal it & send forward.




If it is due to the tampering, i)Check the contents of the bagii)Withdraw & retain the parcels showing the evidence of lossiii)Place the remaining parcels in a sound bag together with a VN.& new labeliv)Submit report to the head of circle with original bag, string, lable, seal & a copy of VN.If tampered parcel is an ordinary parcel & if the sender does not insist on forwarding, return the parcel to the sender. A TAMPERED INSURED PARCEL SHOULD NOT BE FORWARDED & MUST BE REDELIVERED TO THE SENDER

IRREGULARITIES FOUND IN OUTWARD PARCEL MAIL (REPORTED FROM ABROAD)



1. A VN is received reporting an irregularity

Make immediate enquiry & send early reply to the reporting.

If a VN is returned “ACCEPTED”, all records including the o/c of parcel bill must be amended. Furnish a copy of VN to office of account.

If a detailed report or “PROCESS VERBAL” accompanies a VN, it should not be returned unless specified but it should be filed with the copy of VN.

When reported to higher authority, above detailed report should also be enclosed.




2. It is reported that a despatch or part is missing.

Check the office records for despatch in due course

i) If so, make enquiry at the port of embarkation

ii) If the office of exchange & port of embarkation unable to explain the discrepancy, return the VN asking if the missing bag/bags have been accounted for.

iii) If there is no report from the port of disembarkation in the intermediate country, office of destination should be informed so.

If despatch was not made in due course, Return the VN with brief explanatory note

& particulars of disposal of the despatch




3. Bags received in defective condition (torn, unsealed etc)

A) If there is no report of missing of any contents: Return the VN endorsing “NOTED”

B) If there is a report of missing: i) Submit full reports (both office prepared the

delivery bill & office closed the despatch)ii) Enquiry to be conducted by the office

prepared the delivery bill.iii) Report to the Head of Circle if it appeared the

irregularity happened in this country.iv) Otherwise, inform the reporting office that the

bags in question were intact when despatched & accepted without reserve on disembarkation at the port of arrival, giving details of missing parcels with VN.




4. Parcels reported damaged, but bag intact

If there are no reasons to think that the parcels were in a damaged condition when despatched, return the VN by endorsing “NOTED. THE PARCEL/PARCELS WAS/WERE NOT OBSERVED TO BE OTHERWISE THAN IN GOOD CONDITION DESPATCHED”.

If violation is suspected, take a detailed investigation.




5. Parcels reported missing, but bag intact.

i) Conduct detailed enquiry after obtaining particulars of parcel

ii) If it shows there is no reason to loss in this country, return the VN stating the same.

iii) If office of destination persists the parcel was not received, it must be borne in mind that as the bag was intact on receipt, the due despatch of a VN in accordance with international practice, would normally absorb the receiving administration if any question of responsibility should arise.

6. Parcels reported received in excess

If there is no reason to doubt the correctness of the report, accept the VN and amend the records.




7. Despatch papers missing

If enquiry affords no reason to doubt that they were duly forwarded, return the VN endorsing “NOTED. IT IS REGRETTED THAT THERE IS NO TRACE OF THE DESPATCH PAPERS IN THIS OFFICE”

8. Incorrect credits on Parcel bill

a) If VN is reporting incorrect credits without implying that a parcel is missing & enquiries show that the original entries may have been incorrect,

i) return the VN accepted.ii) Amend the office copy of parcel bill under

intimation to the office of account.iii) Where an intermediate country is concerned

& special parcel bill (CP-88) has been sent, despatch an amended copy of CP-88.




b) If after enquiry, it is considered that the original entries should be maintained,

i) return the VN endorsing “NOT ACCEPTED”

with an explanation of the reason therefor

ii) If destination country persists & the matter could not be satisfactorily settled, the matter to be referred to the DG.

REGULATIONS & CONDITIONS

- The regulations & conditions regarding outward surface parcel mails apply, generally, to air parcel mails also

- Air parcels should not be smaller than minimum size prescribed for letters.

(Rule 281,283 FOREIGN POST MANUAL)

IRREGULARITIES

1. If air parcel postage prepaid is insufficient for its destination, - Intimate through telegram the deficiency to the office

of posting & enquire the mode of transmission required.

- Copy of telegram to concerned divisional head also.- If there is an intimation of recovery of deficiency,

forward the parcel by air.- If no reply within a week, forward it by next surface

despatch.- If the postage is not sufficient even for surface,

deficiency to be recovered from the official, as discussed earlier (Rule 99 of Postal Manual Vol V)


IRREGULARITIES

2. If there is no “PAR AVION” label on the air parcel or its despatch note,

- supply the omission.

3. If air parcel is received missent due to an error on the part of the sender or to the despatching administration,

- redirect the parcel by air with a VN indicating the air conveyance charges for the fresh journey

- claim the same seperately through the office of account

(Rule 286, 291 FOREIGN POST MANUAL)

IRREGULARITIES

4. Undelivered parcel is to be returned by air to the country of origin if and only if the sender has indicated clearly in the despatch note to return by air in the case of non-delivery.

5. For parcels returned to origin / redirected to another country by air, claim the air conveyance charges from the requesting country.

(Rule 292,293 FOREIGN POST MANUAL)

outward parcel mail. surface making up of parcels every parcel for despatch abroad should confirm...

Documents

parcelsevery parcel

sender rule

word registered parcel

parcel free of charges

notice of nondelivery

advice of nondelivery

foreign post manualmaking

event of nondelivery