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IMPORTANT RECORDS

IMPORTANT RECORDS. Important records. BEAT LIST ROUTE MAP VILLAGE SORTING LIST LETTER BOX STATEMENT POSTMAN BOOK INTIMATION SLIP NOTICES CUSTOMER DATABASE. Beat List. It contains information about, the area covered by a particular beat in a delivery Post office. important customers,

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IMPORTANT RECORDS

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  1. IMPORTANT RECORDS

  2. Important records • BEAT LIST • ROUTE MAP • VILLAGE SORTING LIST • LETTER BOX STATEMENT • POSTMAN BOOK • INTIMATION SLIP • NOTICES • CUSTOMER DATABASE

  3. Beat List • It contains information about, • the area covered by a particular beat in a delivery Post office. • important customers, • important landmarks like temples, parks etc., • Names of the streets, lanes and by-lanes and • Names of commercial establishments and institutions.

  4. Beat List Beat no.__________P.O._________ (Rule 102 (2) of PM Vol VI Part I)

  5. Route Map • It shows the path to be taken by a postman in his beat. • It contains the followings.. • delivery area of a particular beat • The route to be taken by postman • the distance to be travelled daily • time taken for travelling that distance • important customers

  6. Route Map 1 Route Map 2

  7. Village sorting list • A record showing the villages attached to the Postmen for Delivery • Delivery area can be classified as • Fixed Beat (with LBs) – Everyday, the Postman should visit that area even though no article is received for delivery in that area, for clearance of letter box • Unfixed Beat - Postman will visit only when the articles are to be delivered in that area

  8. Letter Box Statement • Statement showing about, • letterboxes attached to an office, • their location • clearance timings and • date of last painting.

  9. Postman book • Basic record to be maintained by you everyday • Details of accountable articles (except RL/Parcels) entrusted to you for delivery should be entered • Get acquittance for cash/articles returned, from the concerned PA • Entries regarding sale of postage while on beat should also be made Rule 110 of PM Vol VI Part III

  10. Intimation Slip What is it? What are its’ uses? What is it’s importance?

  11. Intimation Slip • A document served when…… • Addressee / Authorised person is absent during delivery of accountable articles • Door is locked and addressee cannot be informed of the arrival of article • Intimation slip is served • at the addressee’s premises • in the mail box • to another person at the address • Suitable remarks to be made in the delivery slip/postman book and on the article

  12. Do you ever deliver Intimation slip when the addressee is present??? Yes we do…!!!!!!

  13. Intimation slip • When VP articles above Rs 500 are received for delivery • When Insured articles above Rs 500 are received for delivery • When Parcels > 5 KGs and < 10 KGs – if Home • delivery charges not paid • When Parcels > 10 kg are received for delivery

  14. Have you heard about NOTICES? What are they? When will they be issued?

  15. When Notices are to be served? • Notices will be prepared, when articles received for delivery are in damaged condition • It is prepared by the Postmaster • Will be served to the customer by the Postmen • Make an entry in Postman book

  16. Sample

  17. Entries in Intimation Slip • Article number • Type of article • Name of the PO in which it was posted • Date of receipt of article • When, where can the customer collect the article • What should the customer do in case he requires home delivery

  18. Let us now see a sample

  19. Address part RT607551993IN RL/MO/Ins/Parcel Madurai 21/01/2014

  20. 1000 hrs. 1600 hrs. Madurai 23/01/2014 27/01/2014

  21. 16 00 hours 23/01/2014 PO Tel. No. PO e Mail address PO Tel. No.

  22. Customer Database • It is a list of customers in your beat • It contains some important details like: • Name & address • Profession • Contact number • E mail address It helps you to serve your customers better !!!!!!!!!

  23. How to collect Customers database? Beat No ………………………….. PO………………………….

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