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POST OFFICE GUIDE PART-1 (POSTMAN / MAILGUARD)
a) Delivery of mails
Definition : The delivery of a postal article at the house or office of the addressee or to addressee or his servant or agent or other person considered to be authorized to receive the article according to the usual manner of delivering postal articles to the addressee is deemed to be delivered to the addressee under the Post Office Act.
No registered articles of any kind will be delivered to the addressee unless and until he or his agent authorized in writing has signed a receipt for it, in the prescribed form which will be presented to him for signature by the postman who delivers the registered article.
Registered articles for delivery to Firms, etc., which normally receive a large number of registered articles, are entered in a special list in duplicate which is presented along with the articles acknowledgement forms etc., to the addressee who will be required to sign the upper copy in token of receipt of the lower copy of the list along with all the articles and return the signed acknowledgements. No individual receipts will be prepared for the articles entered in the special list. Articles on which any charges are to be recovered will not be entered in the special list.
When the addressee of a registered or an insured article is a pardanashin woman who has not an agent appointed in writing to take delivery of such article on her behalf her signature (or mark, if she is illiterate) will have to be attested by a respectable witness (ordinarily a relative known as such to the postman), and the article will be delivered to the witness. When the witness is not personally known to the postman, he or she must before taking delivery of the article, be identified and the person who identifies him (or her) will be required to sign the receipt and acknowledgement as a witness to the delivery of the article.
When a registered articles of the letter mail or a parcel is received in the office of delivery in a damaged condition, a notice will be sent by the postmaster of that office to the addressee requesting him to attend the post office within seven days in the case of ...
A parcel which does not exceed 10 Kg in weight (except Value-payable parcel and those addressed to Poste Restante) will be issued for delivery only once and if it cannot be delivered through any cause on first presentation by the postman it will be brought back to the post office and will not be issued again for delivery. A notice of arrival of the parcel will, however, be issued at the next delivery through the postman to the addressee for taking delivery of the parcel either personally or by an agent or messenger authorized for the purpose.
A parcel weighing above 10 kilograms in weight will be delivered only at the post office window. A similar notice will be issued to the addressees in such a case also. Should the addressee or his authorized agent fail to take delivery of the parcel at the post office within seven days from the date of presentation of the notice, the parcel will, on the expiry of that period, be treated as "Unclaimed" and disposed of according to the rules of the Department.
An article insured for any sum not exceeding Rs. 500 will be delivered in the ordinary manner. An article insured for more than Rs. 500 will be delivered only at the Post Office window, intimation of arrival being sent by the post office to the addressee.
The addressee of an insured article or his agent, authorized in writing, must sign in ink both the receipt and acknowledgement relating thereto unless the outward appearance of the cover gives rise to suspicion of tampering. In such cases he should arrange to open the article at the post office, in the presence of the postmaster, and to have its contents entered in an inventory which will be prepared in duplicate and must be signed by the addressee. One copy of the signed inventory will be forwarded by the post office to the sender with unsigned acknowledgement attached to it.
In case, the addressee or his agent is not known to the staff of the post office from which the insured article is to be delivered, the identification of the addressee or his agent by a person known to the post office staff or production of evidence which will establish his identity to the satisfaction of the Postmaster will be necessary if so required by the delivering post office official.
⦿ If the addressee omits to take delivery within the time specified, it will be returned to the sender as refused.
⦿ Signature procedure: The addressee must place his signature on the intimation in the presence of the delivery assistant and surrender the intimation.
If the amount to be recovered on a value payable article exceeds Rs. 100 an intimation of its arrival will be sent. Such article will be delivered at the post office on payment of the amount entered in the form or receipt on the reverse of the intimation in cash and on presentation at the post office of the intimation with the receipt on the reverse duly signed.
If the amount does not exceed Rs. 100, the article will be delivered to the addressee or his agent authorized in writing by the postman at the addressee's residence on payment of the amount recoverable and on the addressee or his agent authorized in writing signing the receipt on the reverse of the intimation presented with the article.
If the amount to be recovered exceeds Rs.25 and the delivery is to be made through a village postman or an extra-departmental delivery agent then the article is delivered at the post office only. If the amount to be recovered on a value- payable article be not below Rs. 20 and the article is taken delivery of at the counter of the post office, the amount may be paid either in cash or by cheque.
Articles on which customs duty to be recovered is in excess of Rs. 50 are ordinarily delivered at the post office window, except in the case of Presidency and all First Class head Offices where this limit is fixed at Rs. 100. Such duty may be paid either in cash or by cheque.
Small packets received from foreign countries are charged on delivery, a delivery fee at the rate as given in Part II of the P.O. Guide.
Superintendents of Post Offices are authorized to empower no-delivery town post offices to deliver over-value insured or V.P. articles at the window, even though they do not perform any delivery work.
The payment of a money order will ordinarily be made at the address of the payee on his signing the money order and acknowledgement and returning them to the postman. The coupon should be retained by the payee. If the money order is payable to a person who is not permanently residing within the jurisdiction or personally not known, the money order will be paid only on satisfactory proof of identity.
Special arrangements are available at important post offices for the payment of money orders by cheque or postal pay order or by book adjustment in the case of firms, business houses, etc., which receive a large number of Money orders or where the amount exceeds Rs. 100. A payee cannot have payment both by cheque and postal pay order. A money order exceeding Rs. 500 is not normally paid by the Village Postman; payment will be made at the window for which intimation will be sent. In certain cases money orders up to Rupees 2000 are paid by the village Postman.
Postmen and other delivery agents are forbidden to deliver any article on which any sum of money is due to the Post Office, whether on account of postage, customs duty, or on any other account without receiving immediate payment of the amount due, or to deliver any registered or insured letter or parcel without obtaining the signature of the addressee or his agent on the receipt and acknowledgement. They are also forbidden to deviate from their prescribed beats, and cannot, therefore, be required to call again to receive payment of sums due. They are not bound to give change.
In the case of small post offices in rural areas where a separate postman or delivery agent is not attached, the postmaster will make arrangements to deliver the unregistered article on his responsibility and deliver registered articles, insured articles, and pay money orders at the post office by sending for the addressees and payees.
Any person residing within the ordinary beat of the postmen can have all letters and other postal articles delivered regularly, during business hours at the window of a post office, free of any charge, provided the addressee makes a written application asking that his articles may be retained in the Post Office till called for, instead of being sent out through the postman.
Any person residing at a place which is not served daily by the postmen, who sends his own messengers regularly to the post office to take delivery of correspondence can have his letters and other unregistered articles delivered to the messengers who must pay the postage due on unpaid articles unless the addressee deposits money in advance. Registered and insured articles will be delivered and money orders paid to the messenger only on conditions. Value-payable articles will be delivered only in accordance with clause 43 (No- 8). The Post Office will, if desired, provide at the addressee's expense a bag furnished with a lock. One key kept by postmaster, the other by addressee. No cash for any purpose may be conveyed in the bag to the post office. No fee charged.
Any person residing at a place which is not served daily by the postmen, who sends his own messengers at regular intervals to the post office to take delivery of correspondence may authorize the postmaster, in writing, to pay ...
If the addressee specially authorizes the postmaster to do in writing the postmaster will also deliver to the messenger all registered and insured articles and pay him the value of all money orders which may arrive; provided that no value-payable articles will be delivered with conditions. If the addressee does not authorize his messenger to sign on his behalf, receipts and acknowledgements will be handed under receipt to the messenger for delivery to the addressee. Instructions received from addressee authorizing delivery to persons other than themselves should be treated as lapsed after a time limit of 3 years unless renewed.
Registered articles and parcels addressed to students and inmates can with the approval of the Head of the Circle be delivered to the head of the institution on a general undertaking that he will be responsible for safe delivery. Insured article and Money Orders addressed/payable to the students can also with approval be delivered/paid to the head on executing an indemnity bond.
In case of planters, Defence Services, Business Reply Card holders, etc., who receive unpaid correspondence, the post office will arrange delivery to messengers without daily settlement, provided a sufficient sum to pay the postage is deposited in advance. The post office will keep an account with each addressee, adjusting at regular intervals. Addresses wishing to have air mail correspondence redirected by air are required to deposit sums sufficient to cover the air fees and give written instructions.
Refusal of articles
The addressee of an article is not bound to pay the amount due on it to the Post Office if he does not want to take delivery of it. In this case the word "Refused" will be written by the Postman across the cover.
Refusal of registered articles presented for delivery: If the addressee, while refusing to take delivery on presentation of the registered article to him, makes an application in writing to the post office of delivery for the detention of the article or if the addressee is not found at the address, the article shall be detained in the post office for a period not exceeding 7 days from the date of its presentation. If the addressee fails to take delivery within seven days, the article will be returned to the office of posting for delivery to the sender. The remark 'Refused' will be recorded if the addressee fails to take delivery after requesting for detention.
⚖️ Remedy of post office for recovery of charges due. If a person, after taking delivery of an article on which any postage or other sum or customs duty is payable, refuses to pay the amount marked as due, it will be recovered from him in the same way as a fine imposed under the Post Office Act and the Post Office has further the power of withholding from him until such charge be paid or recovered, any article addressed to him not being on India Government Service.
Articles maliciously sent unpaid. If the Head of a Circle is satisfied that any article has been maliciously sent, he may remit the amount of postage. Superintendents and First Class Postmasters may remit if it does not exceed Rs. 10.
Correspondence for Defence Services Personnel. Articles addressed to officers and other ranks will be delivered to an orderly or fit person deputed by the Officer Commanding.
Articles on which postage due will be returned to senders as undeliverable. Postage due on Inland Letters Cards called "Forces Letter" and "Green Envelopes" is prepaid under special arrangements. No recovery will be made at delivery from addressees of "Forces Letters" and "Green Envelopes" which bear the date stamp of an Army Post Office. This concession will not be extended in the case of a unit formation consisting merely of an office, e.g., the M.E.S.
POSTE RESTANTE
The Poste Restante is intended solely for the convenience of strangers and travelers and even they may not use the Poste Restante for more than three months.
Definition. All articles superscribed "To be kept till called for", "To await arrival", or in any similar way, and also articles addressed "Post Office" are held to fall under the head "Poste Restante". The addressees of articles falling under the head "Poste Restante" must give the names of the addresses. The use of initials, figures, Christian names without surnames, fictitious names or conventional marks of any kind is not admitted for these articles.
A Poste Restante article (except value-payable) is kept in the post office to which it is addressed for a period not exceeding one month. A value-payable postal article marked "Poste Restante" is kept for a period of seven days only.
Responsibility of the Post Office. In cases in which articles are superscribed "To await arrival", or "To be kept till called for", and the address gives no further indications of the intention of the sender, the responsibility of the Post Office is limited to the retaining of such articles in deposit for the prescribed period.
RE-DIRECTION
Re-direction. A postal article which cannot be delivered by the post office, to which it is addressed owing to the addressee being elsewhere may be redirected, free of charge, to another post office for delivery to him. If a postal article or a notice of arrival has once been tendered to the addressee, it will not be re-directed to his address elsewhere.
Interception and place of re-direction. A postal article cannot be intercepted and redirected while in transit. It can only be re-directed at the post office to which it is addressed.
Conditions of free re-direction. A postal article redirected to any place served by the inland post by an officer of the Post Office or by an agent of the addressee after its delivery will be transmitted by post free of charge in respect of such further transmission; provided that : (i) in the case of an unregistered article redirected by an agent, the article has not been opened and has been either returned to the postman or re-posted at the place of delivery; and (ii) in the case of a registered article re-directed, the article has not been opened and has been returned to the postman with the receipt unsigned.
Penalty for breach of condition. A postal article reposted after having been opened or reposted at any place other than the place at which it was delivered, will be treated as a postal article posted for the first time and charged with postage accordingly. A registered article of which delivery has been taken can be re-posted only under the conditions prescribed for the posting of registered articles for the first time, no fresh charge will be made on account of postage if the article has not been opened.
Re-direction fee on parcels. A parcel re-directed will except where the original address and substituted address are within the delivery area of same post office, be chargeable with further postage amounting to half the prepaid rate. No re-direction fee will be recovered from the sender where a parcel has been returned as unclaimed. No redirection fee will be charged on inland parcels addressed to troops.
Instruction regarding change of residence. Persons changing their address should furnish the post office both at the place which they are leaving and at the place to which they are going with written instructions regarding the disposal of postal articles (including money orders). The instruction must be simple and direct. Complicated instructions will not be attended to.
Period for which instructions valid. Separate written instructions are required for every change of address; and instructions will not ordinarily be attended to for a longer period than three months, unless renewed within that time except in the case of persons leaving India when a longer period may be specified.
Articles addressed to deceased persons are ordinarily dealt with as unclaimed articles. Postmasters are authorized to deliver such articles to any near relative of the deceased who may apply, so long as the articles are uninsured and do not appear to contain valuable property and no dispute.
Void Money Orders
If payment of a money order to the payee cannot be effected and the amount cannot be repaid to the remitter owing to the latter not being found, the order will become void and its value credited to the Central Government. But if the payee or remitter subsequently applies for payment within one year from the date of issue, the amount will be paid. Exception: In the case of money orders issued from field post office and family allotment MOs, the limit shall be two years.
When payment of a void order is to be made in a country outside India, a fresh commission is deducted. Liability to detention of certain mails – In cases where transmission or delivery would be delayed, articles may be held back in the office of posting for a period not exceeding one day.
In addition to their regular delivery work, village postmen carry a small stock of postage stamps and stationery of frequently utilized denominations for sale to the rural public. They also keep a stock of commonly required postal forms like acknowledgement forms. Money Order forms may also be obtained from them on payment of ten paise for each form. Village postmen are also authorized to book registered letters and post cards tendered to them for dispatch for which a receipt will be issued by them and to collect letters tendered to them for dispatch.
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