Po Guide 1 in English for GDS to PA Exam 2024

PO Guide 1

ORGANISATION OF THE DEPARTMENT

• The Postal Department is under the administrative control of the Director General of Posts, New Delhi.

• The DG also functions as the Chairman of the Postal Board and Secretary of the Deptt. of Posts.

• The entire country has been divided into sixteen Postal Circles under a postmaster general as shown below :

• In each Circle there are a number of Postal Divisions under the charge of Senior Superintendents or Superintendents of Post Offices who directly control the working of all the Post Offices under their jurisdiction.

• The R.M.S.(Railway Mail Service) Offices and Sections are similarly controlled by the Senior Superintendents or Superintendents RMS in each Circle.

• The Head of the Army Postal Services is the Director, Army Postal Services, Army Headquarters, New Delhi

Types of Offices –

• Post Offices are divided into three classes.

1. Head Post Offices.

2. Sub-Post Offices including E.D. Sub-Offices,

E.D. Branch Post Offices.

• The Head Offices in the more important cities are in the charge of gazetted officers and such Head Offices are referred to as First class Head Ofice, First Class Head Postmaster, exercise all the powers of a Superintendent of Post Offices in regard to their own offices.

• Value-payable articles and money orders will not be booked to the address of Army Post Offices.

Night Post Offices- • 

The working hours of the post offices are generally fixed by the Head of the Circle • The Director-General may extend the working hours of any post office up to 8:30 P.M. and keep them open on Sundays also. These post offices will be termed ‘night post offices’ • During the extended hours, these post offices will generally book registered articles including V.P. articles, issue T.M.Os, and sell I.P.Os. and postage stamps. Deposits into Savings Bank Account and sale of cash certificates will be available upto 7.00 p.m. on week days only. Payment of T.M.Os will also be effected upto 6 p.m. • On Sundays and National Holidays as well as other P.O. holidays the night Post Offices function and observe restricted working hours. These offices work for one shift only from 10:00 to 17.00 hours. The delivery functions of the offices are entirely suspended as well as the payment of Money Orders and Saving Banks and post office Certificates are also suspended on these days.

BUSINESS HOURS

Normal week days.- 

At every Post Office and RMS Office, the hours during which business is transacted with the public and the times at which mails are delivered and dispatched are conspicuously notified. • The public business hours are fixed with regard to local convenience and the arrival and departure timings of the mails and all work at the Post office counters is stopped precisely at the latest hours fixed. • The business hours in the principal Post Offices are generally as indicated below on normal week days, which are not post office holidays. For Reference and enquiries, sale of the • Post Offices in charge of extra-departmental agents are kept open for a maximum period of five hours only.

Business done on Sundays and P.O. holidays -

 Except the Night Post Offices all post offices Mobile Post Offices are generally closed on Sundays and PO Holidays and no business transacted with the public. • There is also no clearance of street letter post boxes delivery of mails on such days. • Facilities are provided for the posting of letters on which the prescribed late fee is paid during certain specific hours in the letter boxes at RMS offices and at selected offices. 2 • Registered newspapers and packets of registered news papers are accepted on Sundays and PO holidays without payment of any late fee in Press Sorting Offices, R.M.S. offices and at Night Post Offices. • Generally, all RMS offices stamps and postal stationary and grant certificates of posting and book registered articles on payment of usual late fee during specified hours on Sundays and PO holidays.

 Post offices Holidays – 

 In addition the post offices observe post office holidays on 5 other days which vary from circle to circle.

PAYMENT OF POSTAGE

Desirability of prepayment of postage – 

 It is the endeavour of the Post Office to forward by the earliest possible mail and effect delivery as expeditiously as possible of all fully prepaid postal articles. • Unpaid articles or articles on which the postage is not fully prepaid are not afforded any greater security in transmission over other unregistered mail. • such articles are liable to detention for the purpose of taxing the postage due on them. • The are, also, not issued along with the special deliveries intended only for unregistered mails but held over for the general deliveries for all classes of mail.

Postage Stamps and Stationery. – 

 Payment of postage is normally to be effected by means of postage stamps issued by the Indian Post Office under the authority of the Govt. of India. • The Post Office issues, also, certain items of stationery like envelopes, inland letter cards, postcards with the value of the requisite stamps embossed on them. • The denominations of postage stamps and the varieties of postal stationery issued by the Indian Post Office • Post Offices sell Revenue stamps issued by the Central Government. These stamps cannot be used for payment of postage. • Postage charges can, also, be paid by means of a proper impression or impressions of a franking machine or in certain cases in cash as indicated

Philatelic Bureaux – 

In order to cater to the needs of philatelists and stamp collectors, the department has set up Philatelic Bureaux at the principal Post Offices • Overseas orders are executed at the Indian Philatelic Bureau, Bombay G.P.O. Bombay

Prepayment of postage in cash - •

 Certain important post offices are authorized by the Head of the Circle to realize the postage charges in cash from firms or other persons who post a very large number of unregistered packets 3 • minimum of 500 packets at a time in big cities and 250 in small towns. • The facility of prepayment of postage charges in cash is not available for Inland Letter Cards, Post Cards and un-registered parcels. • The facility of prepayment of postage charges in cash is not available for any other classes of postal articles. 

Spoilt or defaced stamps. – 

 Postage stamps (whether adhesive, embossed, or impressed) which have been obliterated, defaced, torn, cut or otherwise rendered imperfect, or which have any work, letter, figure, or design written printed or impressed upon them otherwise than by the authority of the Central Government or which have been cut or otherwise separated from embossed envelopes, postcards, or wrapper, cannot be recognized in payment of postage. • The special registration envelopes provided by the Post Office, cannot be used for the transmission of unregistered postal articles. • The using for the payment of postage or postal fees, with intent to cause loss to the Central Government, of a stamp that has already been used for that or any other purpose, is an offence under the Indian Penal Code.

 Fictitious Stamps. – 

The manufacture and use of fictitious postage stamps for any purpose whatsoever is prohibited, and is an offence punishable under Section 263-A of the Indian Penal Code.

General RuPOSTINGLES AS TO packing , sealing and posting 

Packing. – 

Every letter, packet or parcel has to be stamped with the date stamps of at least two post offices • All articles, therefore, which are likely to suffer from stampling of pressure should be packed in strong covers. • Every letter, packet or parcel should be closed in such a manner that it does not give rise to sharp edges which may expose officials to injury, damage correspondence or hinder postal operations.

Sealing - 

The public are advised not to use sealing wax for seals outside unregistered letters and packets, except when such seals are necessary for the protection of the articles to which they are applied. • When sealing wax is used for seals outside unregistered letters and packets, a piece of tissue or other thin paper should be laid on the wax before the seal is applied, as otherwise both the articles themselves and those with which they come in contract in transit are liable to injury from the sealing wax adhering to other articles. • The precaution recommended is specially necessary in the case of articles for foreign countries, which have for several days to pass through very hot climates.

Posting of coints etc. – •

 Coin, bullion, precious stones, jewellery, articles of gold or silver and currency or Bank Notes, can be sent by the Inland Post, only insured. • By sending articles of value in unregistered letters or unregistered parcels, the senders not only ran the risk of losing their property but also expose to temptation every person through whose hands the articles pass.

Letter Boxes – 

fully prepaid Letters postcards, inland letter cards & packets may be posted in the letter-boxes • Machine franked articles should not be posted in these letter boxes.’

Posting in Special Letter Boxes – 

Letter Boxes marked ‘For letters only’ should be used for the posting only of letters and postcards. • The special letter boxes provided in the cities for posting of Air Mail Articles QMS articles be used only for posting such classes of articles. QMS articles should bear full PIN below the name of the town of destination.

Manner of affixing postage stamps - 

Stamps affixed to a letter or packet must be completely adherent to the article itself and not to any part of its contents or any separate label or other device tied or attached to the article. • The stamps should be affixed to the right hand top corner of the address side.

Use of the minimum number of postage stamps. – 

The public are advised to use the minimum number of stamps while prepaying postage charges by using stamps of the appropriate higher denominations.

METHOD OF ADDRESS

Particulars to be furnished – 

 The prompt delivery of a postal article is greatly facilitated if it is addressed in the correct manner. Delay to correspondence and mistakes in delivery often result from an incorrect or incomplete postal address. • The address should be written parallel to the length of the cover and in the lower half and towards the right-hand side of the front of the article, leaving a clear margin at least 3 centimeter at the top for the postage stamps and labels, postmarks and other indications. The Post town should be noted in block letter . The PIN Code of the post town should be noted below. • In the case of articles addressed to foreign countries, the address should be written in Roman letters and in Arabic figures. 5 • It is desirable to note the sender’s address preferable in the lower left-hand corner on the address side • In the case of articles entitled to concessional rates of postage or to be transmitted free of postage, the class of the articles, e.g., ‘Book-Post’, ‘Blind Literature’ should be clearly noted on the top of the address side of the article. • The President, Prime Minister and other Ministers of the Government of India and certain High government Officers are allowed the facility of delivery of their mails to them wherever they may happen to be on tour within India. Articles intended for delivery in camp to such officers should not be addressed to any Post Town but only to their camp

Mails for Defence Services Personnel serving in the Army and Air Force – 

mails for the personnel of the Defence Services serving in the Army and Air Force, which are to be delivered through Army Post Offices

 Mails for Navy Personnel serving in INS Ships – 

 Mail for Navy Personnel on board I.N.S. ships should be addressed c/o the Fleet Mail Office, Bombay.

Addition of sender’s address. – 

Every article should bear on the bottom lower left hand corner the name and address of the sender including PIN in order that the post office may be able in case of non delivery, to return it unopened and without delay. • A large number of undelivered articles is destroyed every year at the various Returned Letter Offices, because they contain no clue, outside or inside to the whereabouts of the senders. • It is also suggested that in the case of photographs sent by packet post the name and address of the sender should always be written on the back of the photograph. 

Intimation of address to correspondents abroad. – • 

The public are advised when furnishing their address to correspondents abroad, to mention the name of State in India in which they reside.

Post Box- 

Only fully prepaid unregistered articles of the letter mail, namely letters, inland letter cards, postcards, aerogrammes, registered newspapers, books, of the post bearing the Post Box No. are delivered through post box. • Registered, insured, V.P. articles as also money orders addressed payable to the particular person or firm in whose name the post box stands registered will be delivered/paid through the postman • The Post Office reserves the right to withdraw the post box without notice or without any reason being assigned, if any information furnished by the applicant is found to be incorrect, or if it is found that the Post Box is being misused by the renter. • The prescribed rent is to be paid in advance along with the application for renting a • post box or for renewal 6 • The period of rental of a post box commences from the first day of month in which the post box is allotted • Where any postal article addressed to a post box number cannot, in view of its size or for want of space in the box, be placed therein, the Postmaster will arrange an intimation slip to this effect to be placed in the post box and the article will be kept in the delivery department. • If the renter of a post box does not clear it for a week, a notice requiring him to clear it for a week, a notice requiring him to clear it, will be sent by the Postmaster by registered post; and when the articles are not cleared even after this notice, they will be delivered through the postman.

Post Bag- 

The system of delivery of Postal articles in a bag to the renter in a locked condition. 

Post Bag- 

Facility is available at all delivery post offices • lock and duplicate key is to be supplied by the renter

Rent For post Box and Post Bag Facility-

• Rent for a post Box or a Post Bag in a financial year- 150

• Rent for a post Box and a Post Bag in a financial year- 250 (both)

• Rent for a post Box or a Post Bag in a quarter- 50

• Rent for a post Box and a Post Bag in a quarter- 50 (both)

OFFICIAL POSTAL ARTICLES

• Official postal articles, whether the postage is prepaid or not, must bear the superscription “On India Government service” when posted by Government Officials authorized to use service postage stamps or “On Service” when posted by all others authorized to use service postage stamps. This superscription must be supported by the signature and official designation to be entered in the lower left-hand corner other article of the officer who sends the article, or of the Head Clerk or Superintendent of his office or other responsible officer to whom the duty of dispatching is assigned.

Unpaid and insufficiently paid articles- 

The postage chargeable on the delivery of official postal articles, when the postage is not prepaid or is insufficiently prepaid, is Equal to deficiency.

Officials entitled to use Service Stamps- 

All Government officials, except those who are on leave, or have retired from the Service are entitled to use Service stamp

Letter, etc., from Government Officers to private person and VICE-VERSA 

 A letter is posted as 'Service Unpaid' by a private individual addressed to a Government officer. If the letter is refused by the concerned officer, it will be treated Single deficiency will be collected

Postage due articles. 

Postmaster or the other authorized officer of office of delivery is authorized to alter the amount of postage due as entered in the figure on official postal article 205.”Camp articles”, special bags and camp bags. • Three tables are used for Camp bag • Camp Bag should not contain the following: 1. Parcels 2. VPP 3. Insured Letter • Camp Bag of Higher Officers booked as Letter mail wili be charged as Letter mail charge + Registration charge • Camp Bag of Higher Officers booked as Parcel will be charged as Letter mail charge + Registration charge + Incidental charge

PROHIBITED ARTICLES

 General Prohibitions. – 

 The transmission by the Inland post of the undermentioned articles is prohibited :- 

1. Anything which is sent in contravention of any enactment for the time being in force. 

2. Any indecent or obscene printing, painting, photograph, lithograph, engraving, book or card, or any other indecent or obscene articles. 

3. Any letter, postcard, newspaper, packet or parcel having on it or on the cover thereof, any words, marks or design of an indecent, obscene, seditious, scurrilous threatening, or grossly offensive nature. 

4. Any explosive, inflammable, dangerous, filthy, noxious or deleterious substance 

5. Any sharp instrument not properly protected. 

6. Any living creatures or other thing which is either noxious or likely to injure postal article in course of transmission by post or any officer or the Post Office 

7. Ticket, proposal or advertisement relating to a lottery, 

8. Any other matter descriptive of or otherwise relating to a lottery which is calculated to act as an inducement to persons to participate in that lottery. 9. Newspapers in respect of which the rules laid down in the Press and Registration of Books act, 1867, 10. Gold coin or bullion or both of a value exceeding Rs. 10,000. 11. All classes of articles of the letter mail of which the whole or a part of the address side has been marked off into several divisions intended to receive successive addresses.

Treatment of Injurious Article. – 

In any case in which a postmaster has good reason to suspect that the contents of any postal article are likely to injure the mails or harm the person of any one engaged in the postal service he is directed to detain the suspected article and to refer the case at once for the orders of the Head of the Circle. 8 • Article fastened with pins will be returned at once to the senders, if the irregularity is detected at the office of posting. • If detected subsequently, they will be returned through the Returned Letter Office, the pins being first removed.

Treatment of prohibited or durable articles. – 

 Except where otherwise provided, any postal article found to contain any goods, which are being imported or transmitted by post in contravention of any enactment for the time being in force will be returned to the sender, and if only suspected to contain such goods will be forwarded marked “Doubtful” to the office of destination where it will be opened in the presence of the addressee. • Imported Postal article containing coin, bullion, precious stones, jewellery, article of gold or silver or other articles which are liable to customs duty will not be transmitted by post unless and until the customs duty payable has been paid.

Articles bearing thereon any matter which is prejudicial to the Maintenance of Law and Order, etc. 

1. No article will be transmitted by post which has thereon, or on the cover thereof, any matter which is prejudicial to the maintenance of law and order or which is in furtherance of the aims of a Political Party or organization, or any matter which tends directly to cause loss or injury, to any community or class of persons whatsoever. 

2. No article will be transmitted by post which has thereon, or on the cover thereof, any pictorial representation of a person who is proclaimed offender, or who has been convicted of an offence punishable under Chapter VI of the Indian Penal Code • If any article in course of transmission by post is found to contravene the provisions of sub-clause (1) or (2), it will be sent to the Returned Letter Office for disposal.

Article which have anything written, printed, impressed or attached to the address side. – 

1. No article will be transmitted by post which has anything written, printed or otherwise impressed upon or attached to its address-side, which, either on account of its being likely to be mistaken for stamps used for the payment of postage or by inconvenient proximity to any such stamp or by tending to prevent the easy and quick reading of the address or in other way, is in itself or in the manner in which it is written, printed, impressed or attached, likely, is in the opinion of the Director-General, to embarrass the office of the Post Office in dealing with such article.

 2. No article will be transmitted by post which bears any stamps that was at any time but is not now, in use for the payment of postage or which has printed or otherwise impressed upon or attached to it, or any part of it, a facsimile, imitation, likeness, reproduction or representation of such stamp. • If any article in the course of transmission is found to contravene the provisions of sub- clause (1) or (2) it will be returned to the sender. 

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