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INWARD PARCEL MAIL

INWARD PARCEL MAIL. SURFACE. IRREGULARITES DETECTED. 1. DESPATCH NOT RECEIVED: On receiving mail at the office of exchange, - immediately check the bags & their fastening (string/ lead, seal, label). - Also, check the origin & destination of bags entered in the delivery bill

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INWARD PARCEL MAIL

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  1. INWARD PARCEL MAIL

  2. SURFACE

  3. IRREGULARITES DETECTED 1. DESPATCH NOT RECEIVED: On receiving mail at the office of exchange, - immediately check the bags & their fastening (string/ lead, seal, label). - Also, check the origin & destination of bags entered in the delivery bill - check whether the mails, especially those containing insured, arrive in the sequence in which they are despatched - in case of discrepancy, report to office of origin by a VN. - if the despatch comes to hand subsequently, a further verification note must be sent to the office of origin. - Check the parcels & documents accompanying them (Rule 250 FOREIGN POST MANUAL)

  4. IRREGULARITES DETECTED 2. BAG RECEIVED IN DEFECTIVE CONDITION: - IF THE IRREGULARITY WAS DETECTED AT THE PORT OF EMBARKATION: Send VN to the office of despatchalongwith a reference to the VN sent from the port. - IF THE IRREGULARITY WAS NOT DETECTED AT THE PORT: - Conduct enquiry. If it shows that the contents of the bags are not intact, submit a full report to the Head of Circle. Also, issue a VN to the office of dispatch. -MINOR DEFECTS IN THE CONDITION OF BAGS SHOULD GENERALLY BE DISREGARDED. (Rule 250(2) FOREIGN POST MANUAL)

  5. IRREGULARITES DETECTED 3. BAGS WEIGHT EXCEEDING THE MAXIMUM: • If bags, with weight substantially exceeding the limit, are frequently received from an office of exchange abroad, • Send a VN to that office. • PARCEL BILL NOT RECEIVED • If parcel bill is not received, ask the supervisor to check and until that do not dispose the parcels. • Prepare a substitute bill in duplicate • Send a VN to the office of despatchalongwith a copy of the substitute bill. (Rule 250(3)&(4) FOREIGN POST MANUAL)

  6. IRREGULARITES DETECTED • If there is any discrepancy between the number of bags advised on the parcel bill & actually received, • Report to the despatching office of exchange through a VN. • If it is clear that a bag is missing, make enquiry at the port of arrival even if the number received agrees with number advised by that office. • If the enquiry reveals loss in this country, submit full report to Head of Circle. (Rule 250(5) FOREIGN POST MANUAL)

  7. OPENING OF PARCEL MAIL • After the due examination of parcel mail received, • First open the “F” bag (containing the parcel bill & relevant despatch documents) • When the bags are opened, cut the string in one place only to keep the fastening together • Check the continuity of the serial number of the parcel from the same office of exchange to ensure that a mail is not missing. • Impress office stamp on each sheet of a parcel bill • While the contents out after opening of each bag, take care to avoid damaging of parcels / leaving any documents, labels / small parcels in the bag. • Check the number of parcels in each bag with number written on the label of the bag. • Retain the labels till tallying with the parcel bill • Keep ordinary, C.O.D, parcels for delivery free of charges, insured parcels, parcels in transit in separate groups. (Rule 251 FOREIGN POST MANUAL)

  8. OPENING OF PARCEL MAIL • Place the despatch notes, customs declarations & other documents received in the parcel bill bag or in advance, in the corresponding groups. • Check the origin number & address shown on each despatch note against corresponding parcel. In case of insured, check the insured value also. • Associate the customs declarations with relative despatch notes. • After completion of customs examination, make into bundles, the despatch notes & 2nd copy of customs declaration, according to originating country/ office of exchange. • 1st copy of customs declaration, advice of delivery forms, C.O.D. money order forms & franking notes, if any, should be left with parcel for further action. (Rule 253 FOREIGN POST MANUAL)

  9. EXAMINATION OF PARCELS Examine, with the despatch papers, that the parcel • Is addressed to a destination in India • If received missent, it should be treated as a de couvert • Is in suitable condition for transmission to the destination • Does not contain anything inadmissible or prohibited • Does not exceed the limit of weight / size If insured, • Bears no evidence of tampering • Bears an insured (VALEUR DECLARE’E) label / official indication of insurance • Is insured within the maximum limit of insurance • Weight recording on the parcel, parcel bill tallies with weight actually ascertained by weighing it. (Rule 253 FOREIGN POST MANUAL)

  10. DEALING WITH “FRANC DE TAXES ET DE DROIT” - If the parcel is for delivery free of charges received from foreign country, check whether it - is posted in one of the countries having that service - is accompanied by a franking note (CN-11) having entries agreeing with those shown on the parcel - bears an official label “FRANC DE TAXES ET DE DROIT” (Free of Charges and fees) If the parcel arrives without a franking note or franking note lost after receipt, - prepare a duplicate franking note with particulars available on the parcel & in the despatch note. - show on Parts A & B of the franking note, the name of the country of origin & the date of posting (as nearly as possible) (Rule 253(4) FOREIGN POST MANUAL)

  11. DEALING WITH “FRANC DE TAXES ET DE DROIT” • After customs assessment, make necessary entries in the “Inward Duty prepaid parcel register” • Forward the parcel to the office of delivery • Watch for receipt of intimation of delivery of the parcel from the Postmaster of delivery office. • If not received within a fortnight, address the postmaster. • On receipt of intimation of delivery, enter the actual amount of customs duty, postal fee, collection fee for delivery free of charges & any other charges in the respective columns of Part A & B of CN-11 • Forward Part A, in a closed cover without indication of contents, to the office of foreign country indicated at the bottom of it. • Part B should be sent to Foreign Post, Mumbai, with an extract of the register relating to the concerned parcel. • Send copy of extract to DAA section of directorate by the same date. (Rule 253(4) FOREIGN POST MANUAL)

  12. DEALING WITH “FRANC DE TAXES ET DE DROIT” • After customs assessment, make necessary entries in the “Inward Duty prepaid parcel register” • Forward the parcel to the office of delivery • Watch for receipt of intimation of delivery of the parcel from the Postmaster of delivery office. • If not received within a fortnight, address the postmaster. • On receipt of intimation of delivery, enter the actual amount of customs duty, postal fee, collection fee for delivery free of charges & any other charges in the respective columns of Part A & B of CN-11 • Forward Part A, in a closed cover without indication of contents, to the office of foreign country indicated at the bottom of it. • Part B should be sent to Foreign Post, Mumbai, with an extract of the register relating to the concerned parcel. • Send copy of extract to DAA section of directorate by the same date. (Rule 253(4) FOREIGN POST MANUAL)

  13. RETURNED UNDELIVERED / REDIRECTED PARCELS • Examine the parcel whether they are in suitable condition for transmission to the destination • If original address not already deleted, delete the same & replace by name & address of the sender • Copy the reason given on CP-77 on the parcel if it is not already there • Remove the labels & markings related to COD parcels & parcels for delivery free of charges, if it is not already done. (Rule 255 FOREIGN POST MANUAL)

  14. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  15. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  16. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  17. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  18. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  19. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  20. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  21. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257 FOREIGN POST MANUAL)

  22. IRREGULARITIES RELATING TO ORDINARY PARCELS (Rule 257,265 FOREIGN POST MANUAL)

  23. IRREGULARITIES RELATING TO ORDINARY PARCELS (clause 123 (d) PO GUIDE PART II)

  24. IRREGULARITIES RELATING TO INSURED PARCELS (Rule 258 FOREIGN POST MANUAL)

  25. IRREGULARITIES RELATING TO INSURED PARCELS (Rule 258 FOREIGN POST MANUAL)

  26. AIR

  27. REGULATIONS • The regulations & conditions regarding inward surface parcel mails apply generally to inward air parcel mails (Rule 297 FOREIGN POST MANUAL)

  28. CONDITIONS • Air parcels are to be received in separate air parcel despatches accompanied by parcels bills (CP 87) • Copy of CP 87 bill to be furnished to the office of account after the parcels are finally disposed off • If any air parcels are received along with the letter mails, the matter to be taken up with the despatching office of exchange by a VN. (Rule 298 & 299 FOREIGN POST MANUAL)

  29. AIR PARCEL DESPATCHES AT RECEIVING OFFICES OF EXCHANGE • Check the contents of the despatch against the parcel bill advice. • Transform a de couvert air parcels, if any, to the parcel export branch after checking the correctness of the credits afforded with reference to CP-81 or CP-82 • Score out the air mail label on the parcel & despatch note by means of two thick transverse lines, if the further conveyance is by surface means • Furnish a copy of the parcel bill (CP 87) with a statement, showing the particulars of a de couvert air parcels reforwarded by surface route, to the office of account • Transit air parcel mails must be reforwarded in the same manner as transit air mails. (Rule 304 FOREIGN POST MANUAL)

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