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WHAT IF THINGS GO WRONG IN SORTING DEPARTMENT?. Missent articles in the Labelled bundles. Preserve the Check slip Note the number of missent articles with the office of destination on the reverse of the check slip Impress the date stamp on the reverse of the check slip
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Missent articles in the Labelled bundles • Preserve the Check slip • Note the number of missent articles with the office of destination on the reverse of the check slip • Impress the date stamp on the reverse of the check slip • Note in the Error book • Obtain the HSA’s initial to the entry • Submit the Check slip to the HSA to be attached with the DR (Rule 140 of Vol V)
Missent Articles in Labelled Bundles (say 10 articles) EE No 001 Office of Receipt Date Date of despatch In your Sorting Bundle addressed to this office dated _______, the following 10 articles were received missent. The articles were despatched to the correct destination by this office. Kindly avoid such missents in future. Date stamp Signature of HSA
Articles received without facing in a labelled bundle • Preserve the Check slip • Note the irregularity on the reverse of the check slip • Impress the date stamp on the reverse of the check slip • Note in the Error book • Obtain the HSA’s initial to the entry • Submit the Check slip to the HSA to be attached with the DR (Rule 72 & 76 of Vol VII)
Articles received without facing in the Labelled bundles EE No 002 Office of Receipt Date Date of despatch In your Sorting Bundle addressed to this office dated _______, the articles were received with out facing. They were faced and despatched to the correct destination by this office. Kindly avoid such omissions in future. Date stamp Signature of HSA
Missent or misdirected Labelled Bundle • Preserve the Check slip • Note the irregularity on the reverse of the check slip • Impress the date stamp on the reverse of the check slip • Note in the Error book • Obtain the HSA’s initial to the entry • Submit the Check slip to the HSA to be attached with the DR • Impress the date stamp on all the articles • Despatch to the correct destination with a fresh check slip (Rule 140(2) of Vol V)
Missent or misdirected Labelled Bundle say 5 bundles EE No 003 Office of Receipt Date Date of despatch In your Mail/L Bag addressed to this office dated ____ the following LBs are received missent/misdirected. The bundles were despatched to the correct destination by this office. Kindly avoid such missent/misdirection in future Date stamp Signature of HSA
Articles received damaged or tampered with • Inform the HSA at once • Note in the Error book • HSA is guided to take action vide Rule 192-194 of Vol V to protect the contents in a Pro cover and send it to the destination (Rule 142 of Vol V)
Article with undecipherable or incomplete address It should be placed in a separate compartment of the sorting case & after completion of sorting, these articles should be examined to find out the address. If the destination can be ascertained the name of post town should be written clearly by S.A. If destination can not be ascertained and the articles are not fully prepaid, they should be sent to R.L.O. after showing to the H.S.A.
Article with undecipherable or incomplete address If the articles without the name & address of post town of destination and the articles are fully paid, they should be returned to sender, if name & address of sender appear otherwise sent to R.L.O. If articles received missent, they should be stamped with date stamp & sent to correct destination.
Articles found open, damaged or without contents • Remark should be made on articles by the S.A. and should be initialled by the H.S.A. • Open & damaged articles should be repaired by the S.A. • The articles should be forwarded enclosed in envelopes if necessary. • Make an error entry.
Postage stamps, coins & other articles of value found in L.B. or on counter • For Loose stamps : efforts should be made to find the articles without stamp. If such articles are not found, hand it over to H.S.A. • H.S.A. should affix it on the D.R. and get it defaced. • If any unused envelops/Post Card found : Portion of stamps should be cut off & affixed on the D.R. by the H.S.A. & then defaced.
Stamp sheet, currency note or coins found in L.B. or at counter. • Should be Shown to H.S.A. • H.S.A. to forward them to record office with a report in daily report. • Record office should transfer such articles under receipt to the local postmaster for further disposal. (Rule 154 Vo.V)
Article marked “Registered” found in L.B. • To be shown to the H.S.A. • The H.S.A. will note double the deficiency of postage & registration fee if any, on the article & also remark on article for the same and get it registered if authorized to perform registration. • If not, article should be forwarded in cover to the postmaster of delivery office by service registered post.
Articles marked “By parcel post” found in L.B. • To be shown to the H.S.A • He should arrange to forward it to the nearest P.O. in a protecting bag superscribed “parcel found in letter box”.(No work of parcel booking in Mail office) • In P.O. article will be booked as a registered parcel and charged with postage of registered parcel. Rule 116 Vol.V
