6_Postal Glossary Part II

8/4/2019 6_Postal Glossary Part II

http://slidepdf.com/reader/full/6postal-glossary-part-ii 1/55

37

300 JAG Junior Administrative Grade - A cadre of officers inGroup AEx:- Director of Postal Services belongs to JAG.

301 Job card –

MGNREGS

Document given by the State Govt., to the

beneficiaries of MG NREGS. It has to be submittedmandatorily as ID proof to open MG NREGSaccount in POs.

302 Joint A Mode of Operation of POSB accounts when theaccount is opened by two or three depositors andoperated by all depositors or survivor(s)

303 Joint B Mode of Operation of POSB accounts when theaccount is opened by two or three depositors andoperated by either or survivor

304 Joint custodian Treasurer or PA of a Post office, vested with theadditional responsibility of the safe custody of cash,Stamps and valuables of their office during Off Hours. (Refer Off hours)

305 Jury - Philately Group of senior Philatelists who judge the exhibitsof a National or International Philatelic exhibition

306 KBO Kendriya Bag Office - A unit located at DakBhavan to monitor the proper movement of bagsbetween offices and the functioning of Circle Bag

offices.307 KPI Key Performance Indicator - Indicator to measure

the performance of an activity of a Project ArrowSilo.

308 KVP Kisan Vikas Patra. A type of Savings Certificateswhich will double the investment within aprescribed period.



38

309 KYC norms “Know Your Customer” norms- Mandatory Normsformulated by RBI to identify the depositor of POSB Accounts / Investors of Savings Certificate

310 L Bag Bag containing only unregistered articles of letter

mail. It is a due bag.311 Labelled Bundle Bundle containing unregistered articles of letter

mail with a check slip on the top. (Refer Check slip)

312 Lapsed warrant Warrant of Payment which is not paid within 7days, from the date of passing, at the BOs.(Refer Warrant of Payment)

313 Late fee Additional Postage to be affixed on the articlesposted after the PO working hours (Ex: in NPOs,RMS Offices) for inclusion in the next dispatch.(Refer NPO)

314 Late letter Letter posted with Late fee. (Refer Late Fee)

315

Late return Returns submitted by the Postmen after the closeof the day's accounts of a PO.(Refer Postman returns)

316 Leather CashBag (LCB)

Leather Bag, with a lock, used to convey cash andstamps between two Post Offices.

317 Leave - Childcare leave

A kind of leave with full pay for Female Govt.,Servants, to take care of their two survivingchildren below 18 years.



39

318 Leave -Commuted leave

A kind of leave with full pay. Half Pay leavesupported with Medical Certificate and opted tocommute as Full Pay Leave

319 Leave - EarnedLeave A kind of leave with full Pay. Govt., servants areeligible for 15 days of leave if they have served inthe Govt., for six months. Advance credit will begiven on 1st Jan and 1st July.

320 Leave - Half Payleave

A kind of leave with half pay. Govt., servants areeligible for 10 days of Half Pay leave if they haveserved in the Govt., for six months. Advance creditwill be given on 1st Jan and 1st July.

322 Leave -Maternity leave

A kind of leave with full pay. Female Govt.,Servants are eligible to avail 180 days of MaternityLeave during their service for birth of twosurviving children, at each occasion

323 Leave -Paternity leave

A kind of leave. Male Govt., Servants are eligible toavail 15 days of Paternity Leave during theirservice for birth of two surviving children, at each

occasion

324 Ledger Card(SB 1)

A record maintained in non-computerised PO toenter the particulars of depositor and details of transactions (as and when they occur) of a POSBaccount.

325 Left A standard remark that has to be written on theundelivered accountable articles by the delivery

official when the whereabouts of the addressee cannot be ascertained and no reliable informationabout his new address is available.

Articles bearing this remark should be kept indeposit for 7 days and returned to the sender orRLO if not claimed by any person during this



40

period. (Refer RLO)

326 Left India A standard remark that has to be written on theundelivered accountable articles by the deliveryofficial when the addressee has left the countrywithout any instructions at the PO.

Articles bearing this remark should be returned to

the sender or RLO on the same day. (Refer RLO)

327 Legal evidence Documents, such as Probate of will, Succession

Certificate and Letter of Administration, issued byCourt of law, produced by the claimants of POSB Accounts / Savings Certificates, in support of theirclaim. If the claim amount exceeds 1 lakh,production of legal evidence is compulsory.

328 Letter Boxes Boxes installed by the Department at variouslocations for collection of ordinary letters. Manytypes of LBs are there viz., C3, C4, C5, Pillar andTV etc.,



41

329 Letter cards of privatemanufacture

ILCs manufactured by private parties fulfilling theprescribed conditions. (Refer ILC)

330 Letter of Administration

A document issued by Court of law authorizing aperson to administer the properties, money etc., of a deceased depositor.

331 Letter postage Account A record maintained in PO to monitor the taxing of articles received for delivery and accounting of theamount collected. (Refer Taxation)

332 Letter SortingMachine

Automated Sorting machine used to sort codedletter mail articles in AMPC.

333 Letters A kind of Postal article, treated as First class Mail,generally used to convey communication.

334 Liability -Postal Accounts

Value of unpaid Money orders, SB warrants, ARsin deposit in the respective branches, for payment

on the next day. (Refer AR) 335 License Die A device placed inside the franking machine to

make an impression containing the license numberissued by the Department of Posts to the frankingmachine holder.

336 Licensed Stamp Vendors (LSV)

Private vendors authorised to sell Postage Stampsand Postal stationery on behalf of India Post.

337 Line limit Maximum amount that can be remitted throughcash bag between two POs / to be carried by the

delivery official in their beat. This limit is fixed bythe Divisional head and communicated throughMAB. (Refer MAB)

338 List of Documents (SB104)

A record prepared by the SO to HO daily, toforward the SB related documents viz., Form1,Cheques for clearing, passbooks etc.,



42

339 List of Transactions(SB-60)

A record showing the details of transactions of POSB accounts, entered in the ascending order of account numbers, prepared separately for eachcategory of accounts at the end of the day .

340 Live MailSurvey Survey of mail received in a Delivery PO, of eachDivision every month. This survey is conducted bythe Head of the respective RMS Division.

341 Local cheque Cheque presented for a POSB transaction, drawnon any one of the banks situated in the jurisdictionof that PO’s clearing house.

342 Local transfer of POSB/SC

Process of transferring the POSB accounts/savingscertificates from one PO to another PO under sameHO.

343 Lockup period The non encashable period for Savings Certificates.Ex:- Lock up period for KVP is 2 1/2 years.(Refer Discharge of a Savings Certificate)

344 Logistics Post A premium cargo service provided by India Post tosend consignment either by Full Truck load/ Partlyloaded for timely delivery.

345 Logistics Post – Air

A premium cargo service provided by India Post inNorth Eastern States thro' India Post freighter.(Refer Freighter)

346 Long Book(SB - 58) Record maintained by the Supervisor of SB Branch/Sub Post Master to record the details of transactions done in the order of occurrence. Thiswill be maintained scheme wise.

347 LPC - Inrelation to

Accounts

Last Pay Certificate - Document sent by the DDOof the transferring office showing the details of Payand allowances, recoveries, Advances due to berecovered etc., to the DDO of the office to whichthe official/ officer is transferred. (Refer DDO)

348 LPC - Inrelation topurchase

A committee constituted for recommending suitableagencies from which materials/services required forPOs can be procured. It consists of three membersand they have to personally verify the design /make/quality and price of the materials to be procured.



43

349 LR Leave Reserve - 10% of the Sanctioned strength of operative posts of an unit will be earmarked towork in leave vacancies. This will be filled up bythe junior most officials of the unit.

350 LSG Lower Selection Grade - The immediate Promotionlevel offered by the Department to the operativestaff.

351 LTC Leave Travel Concession – A facility offered to theGovernment Servants to travel with their familywithin India in which the travelling fare will bereimbursed subject to certain conditions.

352 Machinable Mail The mail that can be sorted through AMPCsmeeting prescribed standards such as

(i) Less than 25 cm in length and less than 16cm in breadth.(ii) Should not be stapled.(iii) Should have minimum space of 1.5 mm on the

right hand bottom for machine barcoding.(iv) The envelope may be of light colour for easy

recognition of barcodes by the barcodereader.

(v) Postage stamp or frank impression should be

on the right hand top corner. 353 MACPS

(Modified Assured CareerProgressionScheme)

A new Career Progression scheme launched for theCentral Government Employees. Based on thisscheme, the employee is liable to get oneprogression (in the form of financial upgradation)once in ten years for a maximum of three times inthe entire service.

354 Mail Abstract The consolidated statement of the bags receivedand despatched by the set of a Mail Office or

Section, showing the use of various kinds of bags. Itis maintained by the HSA/Mail agent/Mail Guardwho may be the incharge of the Mail Department.

355 Mail Agent A Sorting Assistant cadre official, incharge of aTMO/Section. (Refer Mail Guard also)



44

356 Mail bag It is a bag containing unregistered articles of theletter mail, registered articles of the letter mailenclosed in a registered bag, unregistered parcelsand when parcel bag is not prescribed it may also

contain articles of parcel mail. Mail bags are duebags. (Refer “R” bag)

357 Mail DeliverySilo

A silo under the stream “GET THE CORE RIGHT”of PROJECT ARROW with a target of achievingsame day dispatch of all mail posted and same daydelivery of all mail received at a Post Office.

358 Mail Guard A postman cadre official, incharge of a TMO/Section. (Refer Mail Agent also)

359 Mail List (M-1) A list prepared by Post office which shows thenumber of the due and unusual mails actuallydespatched.

360 Mail Office Mail office is the Stationary office of Railway MailService. It is of two types, Sorting Mail Offices andTransit mail offices

361 Mail Overseer A Subordinate official to the Sub Divisional Head.

He is of the cadre of Postman. He performs routinevisits to his line as ordered by the Sub DivisionalHead and other related checks and veriifcations.He may also be engaged for cash conveyance whenneeded.

362 Mail Van A Van engaged for transportation of Mails betweenPlaces. (Refer MMS)



45

363 MarginalRemarks

Remarks made by the postmaster on the leftmargin space of the Inspection report/ Visit reportpasted in the Office order book .

364 Maternity Leave Applicable to the female permanent employees fora period of 180 days for two children. The leaveavailed will not be debited from any other leave.Full pay will be paid to the employee. (Refer Leave)

365 Maturity Claim The Claim preferred by a depositor, after thematurity period is completed, in respect of POSBaccounts/Savings certificates.

366 Maturity Period A stipulated period after which a POSB account /Savings Certificate becomes eligible for payment of

maturity value. Ex: The maturity period of NSC is6 years.

367 Maturity Value The amount to be paid to the depositor/purchaseron completion of the maturity period of a POSBaccount/Savings certificate.

368 Maximum/Minimum CashBalance

Upper and lower limit of cash balance that can beheld by the Post Office on a particular day, as givenin the MAB. (Refer MAB)

369 MBC Mail Business Centres. It is a Business Centre run

at the premises of that RMS Office, to cater toCorporate Customers for specialized handling of mails such as Pick up, pre mailing activities,sorting, transmission and delivery.(Refer Pre mailing activities)



46

370 MDG (Mukhiya Dak Ghar)

The biggest Sub office located at the headquartersof the District, where there is no HO, will bedesignated as MDG. It will be vested with thepowers of a Head Post Office with respect to SB

Operations371 Media Post A Premium product of our Department. Under this

product, advertisements are displayed in postalpremises, letter boxes and postal stationeries for afee.

372 MeghdootMillenium

Package of softwares developed by the CEPT,Mysore containing various modules used indifferent branches of the Post Office.(Refer CEPT, Mysore)

373 Meghdoot

Millenium Accountant

Software module used in the Accounts branch of

Head Post Office

374 MeghdootMillenium

Accounts PBS

Software module used in the Accounts branch of Head Post Office for Pension, Bank reconcilationand Schedule

375 MeghdootMilleniumDespatch

Software module used in the Despatch branch

376 Meghdoot

Millenium MOCompilation

Software module used in the MO Compliation

branch of Head Post Office

377 MeghdootMillenium Pointof Sale

Software module used in the MPCM Counter



47

378 MeghdootMilleniumPostman

Software module used in the Delivery branch

379 Meghdoot

Millenium SBCash

Software module used in the SB branch

380 MeghdootMillenium Sub

Accounts

Software module used in the Sub Accounts branch

381 MeghdootMilleniumTreasury

Software module used in the Treasury branch

382 Member (PSB) Member of Postal Services Board. There are six

Members in the Postal Services Board assisting theChairman, managing specialized areas of postaloperations viz. Technology, Personnel, planning,HR, PLI, operations.

383 Memo of Admission of Payment (MAP)

A document prepared, when the MO paid voucheris lost after payment. The office of payment will getthis document duly filled in from the office of issueand get the acquittance of the payee admitting the

receipt of MO amount.

384 Memo of Authorised BagBalance

A document showing the maximum/minimumbalance of empty bags supplied to each BagOffice/Post Office authorising them to keep theempty bag balances on a particular day

385 Memo of Authorised

Balances (MAB)

Document showing the Maximum and minimumCash balances and Maximum balance of Postage

and other stamps that can be held by a Post Officeon a particular day. It also shows the aggregatebalances of BOs attached with it. It is issued by theDivisional Head.



48

386 MemorandumBook

A book maintained by the divisional head to makenotes regarding any matters in his division that arenoteworthy like landmarks of that area, places of historical importance etc. This book should be

personally handed over to the relieving officerwhen the present incumbent is relieved. It can beused for effecting proper check on the Offices andOfficials by the Head of the Division.

387 Memorandum of Distribution of Work (MDW)

A document showing the duties to be performed byeach official working in an Office. It is issued bythe Divisional Head for the offices under hiscontrol. The Gazetted Postmaster will issue the

same for his office.

388 Merchandise – InternationalSpeed Post

Consignment containing goods for sale, transmittedthrough Speed Post. - Separate postage rate isavailable for this category in International SpeedPost.

389 Messenger A person acting on behalf of the depositor andauthorised by the depositor to withdraw theamount specified in the Withdrawal/closure form.



49

390 Metal Token A token supplied by the Record Officer to theOfficials who have to travel in a Section or TVPand to attend Railway plat form for exchange of mails. It should be shown to the Railway

authorities when demanded. (Refer TVP)

391 Metro Mail

Survey

Mail survey conducted during the month of

September every year in Metros like Chennai,Mumbai etc. by senior level officers of India Postwith the help of SSRM/SSPO/SRM/SPO.

392 MGNREGS(MahatmaGandhi NationalRuralEmploymentGuaranteed

Scheme)

A Scheme launched by the Govt. of India to provideemployment to the rural citizen for a maximum of 100 days in a year.(Refer Workers wage account.)

393 MICR(Magnetic InkCharacterRecognition)

The magnetic code printed on the cheques for easy& quick processing in the clearing house.

394

Minor Account An POSB Account opened (i) on behalf of a minoror (ii) by a minor of the age of 10 years or more,capable of understanding postal transactions.

395 Minus Balances If the balance amount in a savings account fallsbelow zero due to discrepancies, then the account issaid to have minus balance.



50

396 Mis demeanor Misbehaviour or Misconduct of a centralgovernment official which may attract a penaltyunder CCS(CCA) Rules, 1965.

397 Mis-

appropriation

If a transaction amount, which has to be credited in

PO/RMS accounts, is not credited by the concernedofficial and instead misused for his own personaluse, then there said to be a misappropriation of govt. funds. This may attract a penalty under CCS(CCA) Rules, 1965.

398 Mis-directed An article/bag destined through a wrong route.

399 Mis-drawn A Money order in which the advising official haswritten a wrong destination at the top of the MO

instead of actual destination is called Mis-drawnMO. Ex: For a MO destined to BERHAMPORE inWest Bengal, PA has written BERHAMPUR whichis in Orissa.

400 Mis-sent An article/bag destined to or received at an officeother than the office for which it is intended.

401 MMS (MailMotor Service)

Motor services used for transportation of Mails. Itis of two types. DMMS (Departmental Mail MotorService) - when the vehicle is operated by the

Department and PMMS(Private Mail MotorService) - when the vehicle is run on Contractualbasis.

402 MO- 3 Register of MOs and TMOs received - Registermaintained at non-computerised Post Offices toenter the details of Money orders received forPayment and money orders paid on a particularday.

403 MO 8 (Money

Order Form)

Form used for booking of a Money Order. Its cost is

25 Paise.404 MO Bundle A bundle of Money Orders, with a Check-slip

destined to a particular destination. It is of twotypes namely (i) Station MO bundle (ii) Sorting MObundle.

(Refer Station MO bundle, Sorting MO bundle)



51

405 MO Check Slip The check slip, placed on top of a MO bundle,having the name of the office of destination withPIN code & the number of MOs in the bundle.(Refer MO bundle, Check slip)

406 MO Compilation Process of consolidating the particulars of the MOissue & MO paid in HO and its sub ordinate offices.It is done in Head Post Offices and the returns aresubmitted to the PAO twice a month.

407 MO IssueJournal

A Journal prepared by Post office for accountingthe Money Orders issued in the Post Office. In SOit is prepared in triplicate and in HOs in duplicate.

408 MO Paid List A list prepared by the Post Office for accounting

the Money Orders paid by it on a particular day. Itis prepared according to the Audit office of issueand accounting month of each Money Orders paid.

409 MO Videsh International Money Order service offered by ourdepartment in collaboration with EUROGIRO andCITIBANK.

410 Mobile PostOffice

Post Office on the move – This office is intended toprovide the facility of late posting in the different

areas of the cities at different timings according toa fixed schedule (excluding insured and V.P.).

411 Mode of Deposit The mode in which the depositor is making thedeposit in any savings schemes of the Post Office. Itmay be through Cash, Cheque, Pay Order etc..,

412 Modem MOdulator DEModulator - The device used toaccess internet which will convert the analog signal

into digital signal and vice versa.



52

413 MoneyInstruments

Various modes of payment of cash viz. IPO,Cheque, DD etc.

414 Money Order An order issued by the Post Office for the payment

of a sum of money through the agency of the PostOffice.

415 Money OrderReceipt

The receipt issued by the Post office to theRemitter of a MO as a proof of having booked theMoney Order.

416 Monthly IncomeScheme

Introduced w.e.f. 15.08.1987. Account can beopened in all Departmental Post Offices. Maturityperiod is 6 years. Interest rate is 8% and theinterest is payable on a monthly basis

417 Monthly SortingOrder / SortingOrder

An order specifying the changes in Sorting Arrangements between Circles/Regions issued bythe Circle head every 15th of the month andsupplied to all RMS units.

418 MPCM(Multi purposeCounterMachine)

It is the computerised booking counter of a PostOffice, where all the accountable articles will bebooked.



53

419 MPKBY agent(MahilaPradhanKshetriya

Bachat Yojana)

Scheme of State Government through whichwomen will be appointed as agent to mobilizePORD accounts and transact the same in the PostOffice, on commission basis.

420 MPR Money Paid Receipt (ACG 17). The receipt used atPost Offices to get acquittance for the amountdisbursed to persons other than departmentalofficials.

421 MS-87(a) A preliminary receipt issued by the BPM to thecustomers on (i) Issue of MOs (ii) Booking of Insured articles (iii) Booking of VP articles (iv)Booking of Regd Parcels (v) Sale of IPOs, usingdouble sided carbon.

422 MTCN (MoneyTransfer ControlNumber)

A 10 digit secret number given to the remitter of WUMTS. The number should be communicated bythe remitter to the payee. The payee will collect theremitted amount from a Post Office by giving theabove number and establishing his identity.

423 MTS Multi Trained Staff. The Group "D" staff wereredesignated as MSE (Multi Skilled Employee)after the implementation of VI pay commission andlater again re-designated as MTS.

424 MutilatedStamps

Stamps which are damaged and disfigured. Thesestamps are prohibited from usage.

425 National BillMail Service

It is a Bill Mail Service provided for articlesdestined to areas other than local.



54

426 NationalSavingsCertificate(NSC)

A Type of Savings Certificates issued through thePost Office having a Maturity period is 6 years.

427 Negative List It is the list of Lost or Stolen Certificates releasedby the department. Whenever a Savings certificateis discharged at the PO, this list should bemandatorily verified to avoid any fraudulentencashment. In computerized SB counter, this list

is available as part of the Sanchay Post software.

428 Networking The process of connecting all the PCs in a network.The network may be a Peer to Peer network orClient-Server Network. In POs, we have Client-Server Network. (Refer Client PC)

429 NHB Notice of Hours of Business. It is the noticedisplayed in the Post office depicting the working

hours of each category of transactions carried outin that particular Post Office.

430 Night PostOffice (NPO)

A Post Office which works on extended hoursbeyond prescribed working hours. All transactionsexcept SB will be undertaken. Regarding MObooking it will be done only upto 1700 hours

431 No DeliveryOffice

Post Office performing all other postal operationsexcept delivery of postal articles.



55

432 No dueCertificate

A certificate given by the DDO on occasions liketransfer, resignation, retirement etc. of an official.It certifies that no due has to be collected from theOfficial as on date.

433 Nodal Office An Office identified to coordinate the properfunctioning of a particular product/service.

434 Node A Computer connected in a network.(Refer Client PC also)

435 Nominal Roll A record maintained by the Postmaster to show thename of the Postal Assistants actually on duty on agiven date and the nature of duties performed byeach of them.

436 Nomination Process of authorizing person/persons/firms for

receiving the amount due from a POSB account/Savings Certificates in the event of death of thedepositor/holder.

437 Nominee The person or persons nominated by thedepositor(s) or Purchaser(s), for receiving theamount due from a POSB account/ SavingsCertificates in the event of death of thedepositor/holder and registered by the Post officeto.

438 NonEncashabilityperiod

The period during which the amount due from theSavings certificates cannot be withdrawn by thepurchaser. (Refer Lockup period)

439 Non MachinableMails

The mails which cannot be processed through AMPCs since they are not confirming to prescribedconditions like dimension etc.(Refer Machinable mails)

440 Not Known A standard remark to be written on undeliveredaccountable articles when

(i) Address is locaed but no such addressee livesthere

(ii)not known to the locality.



56

Articles with this remark will be kept on deposit for7 days and despatched if not claimed by anyperson.

441 Notice Board Board provided at the Post office public hall for

displaying the Notices.

442 NotionalIncrement

An additional increment given in the present pay toan official on getting promoted from one grade toanother as a promotionary benefit.

443 NPS New Pension Scheme. A Contribution basedpension scheme applicable to the centralGovernment employees who are appointed on orafter 01.01.2004. This scheme is now extended toall citizens of the country.

444 NSS National Savings Scheme, 1987 and 1992. Thesetype of accounts are now discontinued. If thedepositor approaches the Post Office, the existingNSS account has to be immediately closed.



57

445 Number Slip The slip available in the registration/ parcel/insured/ VP journals containing the registrationnumbers to be assigned to the accountable articles.This slip is to be pasted on the booked article.

446 OAP MO Old Age Pension MO booked by the respectiveState Governments for the beneficiaries as part of one of their Social Security schemes.

447 Objection Memo The objection raised by the Savings Bank ControlOrganisation for the discrepancy found in the SBtransactions done in the PO.

448 Oblong Stamp An iron seal of oblong shape, used in post offices to

authorise the genuineness of financial transactionsviz., MO Paid.

449 Occasional

Despatch

The despatch arranged occasionally by the TMO to

clear the excess mails450 Off hours The period of time other than the regular businesshours as prescribed under NHB. (Refer NHB)

451 Office of Origin Office from which the article is received

452 Office of Posting Office in which the article is posted for despatch.

453 Office OrderBook

Book available in an office in which the remarksand orders will be recorded by theInspecting/Visiting Officers. The head of the officeis personally responsible to take necessary action

on the orders and remarks passed.454 Office Service

Level Silo A silo under the stream “GET THE CORE RIGHT”of PROJECT ARROW with a target of improvingcustomer satisfaction in all areas within a PostOffice.



58

455 OHO Other Head Office - In the context of postalaccounts, Head Offices other than the own HeadOffice will be termed as OHO.

456 OLIC Official Language Implementation Committee.

Committee that monitors the implementation andusage of hindi (official language) in the officialcorrespondence between various units.

457 One India OneRate

Scheme of charging Postage of Rs 25/- for allSpeedpost articles weighing upto 50 grams withinIndia irrespective of distance. It includes theservice tax and educational cess also.

458 Online

Transactions -Sanchay Post

A module under Sanchay Post used to perform SB

counter transactions in Post Office.

459 ONR Original not received. Whenever VP article isreceived for delivery without VP MO form, a VPMOform will be taken from the stock, kept for thispurpose, and prepared with the help of theinformation available on the article before thearticle is sent out for delivery.

460 OpeningBalance The balance of Cash, Stamps, PB, Certificates,Bags etc.., held by a post office on any day at theopening of the office

461 Order Book Refer Post Master's Order Book

462 Ordinary Mails The mails other than the accountable mails

463 Ordinary MO The Money Order other than TMO, BSNL MO,

Service MO, eMO, iMO and VPMO

464 OS Office Supervisor. An official supervising thefunctioning of an administrative office. He/she maybe of LSG /IP cadre depending on the type of office.



59

465 OTA Over Time Allowance. The allowance paid for theduty performed after working hours when orderedby the competent authority.

466 OTL Other than Loan. Receipts or payments underPLI/RPLI scheme except loan.

467 Out of Account Recovery of amount, such as co-operative societydues, LIC premia, Union subscription etc. from payand allowances of the Govt. servant which need notbe reflected in any of the government accountingrecords.

In computerised POs, in SO Daily account/ HOsummary report of Treasury software, out of account means the transactions not verified by theconcerned supervisor in the software.

468 Out stationcheque

The cheque drawn on a banking institution whichis located outside the area of the PO’s clearinghouse or the Head Post Office. These cheques willbe realised and credited into the POSB depositor’s

account after deducting the collection charges.

469 Out wardComplaintregarding webbased CCC

Complaint registered in the web based greivancehandling system to be settled by another office.

470 Out-Trip of aRMS section

Journey of the set of RMS Section from its headquarters to an outstation.

Ex: PT-25 is a section running between PATNA &GAYA. When the trip is away from PATNA, it willbe noted as PT-25 OUT.

471 Outward Sorting – Mail Offices

Sorting of articles meant for the other Mail Offices.



60

472 Outward Sorting – Post Offices

Sorting of articles for Mail Offices after segregatingthe articles for its own office, sub ordinate officesand own district.

473 Over Carried Articles The articles meant for a particular station wasinadvertently carried forward to the next stationby the Section, instead of handing over at theappropriate station.

474 Over Payment The amount paid in excess to the eligible amount.

475 PA Postal Assistant. Clerical cadre post of India Post.

476 Pack Post Product of India Post which provides packingmaterials in different sizes for the articles of thecustomer for a prescribed fee.

477 Packet Bag Sacks containing empty bags exchanged betweenthe Unit Bag Office/District Bag Office/Circle BagOffice. They are not due bags.

478 Packet SortingOffice (PSO)

Sorting office which deals with only second classunregistered articles

479 Par Avion This term denotes "By Air Mail"480 Parcel A Kind of Postal article, other than letter mail,

through which goods can be transmitted. It istreated as Second Class Mail.

481 Parcel Bag A bag containing parcel mail articles with parcellist. They are not due bags unless specified inDMSL.

482 Part Withdrawal Facility of withdrawing 50% of the balance held ina PORD account, after completion of one year,subject to prescribed conditions.



61

483 Passbook A documentary proof of transaction for thedepositor of a POSB account.

484 Passed Warrant The withdrawal slip or the closure applicationbearing the order of the Postmaster/Supervisorallowing the withdrawal or closure.

485 Paternity leave Leave granted to married male officials whosespouse delivered baby. Leave can be availed formaximum period of 15 days at a stretch.

486 Patrika Channel A Mail office identified for posting, sorting anddespatch of registered newspapers.EX:-. Egmore PSO. (Refer PSO)

487 Pattern orsample packet

A Kind of Postal article through which samples orpatterns having no saleable value are transmitted

subject to specified conditions. It is treated asSecond Class Mail.

488 Pay Bill A document containing the particulars of pay andallowances drawn for a particular month for eachofficial. It is prepared by the accounts branch of HO.

489 Pay Order Written Order made by the competent authority tothe paying official to pay the specific amount

mentioned.

490 Pay Roll SavingsScheme

Scheme in which the deposits in RD/TD/PPFaccounts will be made by recovering the amountfrom the pay of the account holder by the employer.



62

491 Payee A person/institution to whom the Money Order isaddressed.

492 PDA Philatelic Deposit Account. The account to beopened by paying a stipulated amount at the

Philatelic Bureau. The PDA holder will receiveperiodically the stamps and stationeries releasedby the department, as opted by him/her. (ReferPhilatelic Bureau)

493 Penalty The fee levied on any transaction done breachingthe conditions of POSB account.

494 PermanentInstructionregister

Register in which the authorisation particularsregarding delivery of articles/payment of MoneyOrders are entered.

495 PFM Pension Fund Manager. A Fund MangementCompany appointed by the Central Government tomanage the funds under New Pension Scheme.

496 PFRDA Pension Fund Regulatory and Development Authority. A body constituted by the Governmentof India to regulate the New Pension Scheme.

497 PhilatelicBureau

An unit situated in a Head Post Office with theresponsibility of display & sale of philatelic items.It will also distribute philatelic items to attached

offices & PDA holders.498 Philately The hobby of collection of stamps and other related

stationeries499 Pigeon Hole The compartment in the Sorting case which looks

like a pigeon hole.

500 PIN Code Postal Index Number Code. A six digit code allottedto each delivery Post Office in India. Ex:PIN CODEof BHOPAL GPO is 462 001.



63

501 PIN Plus An extension of PIN Code given to bulk addresseeswhich reduces unnecessary handling at each stagebetween office of posting and the delivery point. Itcontains PIN code followed by an additional 5

digits. Ex: 462 001-01001.The first two digits (01) denote the Postman beatand the last three digits (001) denote the DeliveryPoint Identification Number. When the first twodigits are zero, the last three digits denote PostBox/ Post Bag. (Refer Post Box , Post Bag)

502 PLB Productivity linked Bonus - A type of incentivegiven during Diwali to Postal Employees upto the

cadre of non-Gazetted Group B. The amount of PLBis based on the performance of the department.503 Pledge release The process of retransferring the title of the

savings certificates to the purchaser.504 Pledgee The person(holder) who is pledging the certificate505 Pledger The person to whom the title of the savings

certificates is transferred from the purchaser.506 Pledging The process of transferring the title of the savings

certificates from the purchaser to the pledger.

507 PLI Postal Life Insurance. An insurance product of India Post catering to the Government/PSUemployees

508 PMC Pre mature closure. The process of closingRD/TD/MIS/SCSS accounts before the completionof maturity period. (Refer Maturity period)

509 PMI Post Maturity Interest. The interest allowed on thematurity value of an account/certificate whenclosed after the completion of maturity period.

Ex: PMI for TD accounts will be at the rate of interest of savings accounts for a maximum periodof 2 years from the date of maturity. i.e. 3.5% S.I.atpresent.(Refer Maturity Period/Maturity value)



64

510 PNR number The 18-digit number allotted to the eMOs bookedat the PO counters. This number will be allottedautomatically by the software.

511 POIF Rules Post Office Insurance Fund Rules. The Rulesgoverning PLI/RPLI.

512 Politically

exposed persons

Individuals who are prohibited from booking the

MO videsh due to the politically sensitive nature of their occupations like MLA,MP,Judges etc.

513 Port Folio A Box/ bag supplied to each Set of a Sectioncontaining essential materials for the use of theSet.

514 Post attachedQuarters

Quarters which has to be occupied compulsorily bythe incumbent of a particular Post identified for thepurpose. Normally, POs functioning indepartmental buildings will have Postmaster post

provided with quarters.

515 Post Bag A system of making window delivery of fully paidunregistered articles in all post offices through abag with lock and key on payment of prescribedrent.

516 Post Box A system of making window delivery of fully paidunregistered articles by allotting a box with lockand key in selected Post office premises on

payment of prescribed rent.



65

517 Post card A kind of postal article used for personalcommunication. It is treated as First Class Mail.

518 Post datedcheque

A cheque that becomes payable on a future datespecified on the cheque itself. It should not beaccepted for any postal transactions from thecustomer.

519 Post Forum A Committee consisting of public and departmentalofficials, formed to review/suggest to improve thequality of service provided in a Post Office.

520 “Post restante” “Kept till arrival”. A person on tour is expectingarrival of postal articles at his touring place canavail this facility.These articles will be addressed as “C/oPostmaster” for delivery to persons who are ontour.

521 Postage The amount to be paid for transmission of articlesfrom one place to another place in the form of Postage stamp, Service Stamp, Franking Machineimpression or cash.

522 Postage Prepaid Payment of postage before posting the articles.523 Postal Accounts

OfficeThe Office which consolidates and audits the

Accounts of the Post Offices under its control.(Refer Audit Office)

524 Postal Manuals The rules and regulations to be followed in ourdepartment are mentioned in different books calledPostal Manuals. Ex: Postal Manual Volume I to

Volume VIII.



66

525 Postman Departmental cadre vested with the duty of delivery of Postal Articles at the door step of thecustomer.

526 Postman Book The record to be maintained by the delivery officialfor entering particulars of Money Orders tenderedto him for payment, taxed articles tendered fordelivery, acquittance of treasurer for returning the

unpaid MO amount etc.,527 Postman returns The process of accounting of the undeliveredaccountable articles returned by the deliveryofficial.The delivery official should write the remarks fornon-delivery, while returning the articles.

528 Postmaster'sBalance Sheet

Document prepared by the Postmaster everyday totally the total closing balance of the HO with theclosing balances of HO Summary, SO Summary

and BO Summary (if any). It will appear as the lastitem in the HO Cash book prepared daily.

529 Postmaster'sOrder Book

Maintained by the Postmaster to record the resultof test applied to a particular branch or work by theduty staff, result of examinations of locks anduniforms, temporary arrangements of work of PAsand Postmen and any unusual occurrence. Everyentry will be initialed by the PM and the official

concerned after noting the entry. The instructionsshould be carried out by the official without fail.

530 PPO Pension Payment Order. The order passed by thePAO for the payment of Pension to the retiredofficial. (Refer PAO)



67

531 PRAN Permanent retirement account number. Thenumber allotted to the beneficiaries of NPS. (ReferNPS)

532 Pre-delivery

activities

A set of activities undertaken at the delivery

branch of a Post Office to prepare the article fordelivery. It includes (i) Facing (ii) Table sorting (iii)Stamping (iv) beat sorting (v) beat arrangement.

533 Pre-mailingactivities

Activities done before posting the articles likeaddressing the articles, inserting the documents ina cover, pasting the cover, affixing stamp /makingfranking impression for postage on the cover etc.In Business Post, these activities are done by thePO itself on behalf of bulk customers on a

prescribed fee. (Refer Business Post) 534 Preliminary

ReceiptsThe receipts issued in the Branch offices to theremitter/sender/Insurant/Proponent/Subscriber/depositor for which rebooking/opening of accountsshould be done at the Account Office. For exampleMS 87a, LI 02, Eng 9, SB 26

535 PreliminarySorting

The process of sorting the articles by the PostOffices as per the sorting pattern before

despatching the same to Mail Office for furtherdetailed sorting.

536 PremiumProducts

Products & services introduced by Dept. of Posts, inaddition to its traditional products & services, tomeet the demands of India’s growing economy.These products are customized to meet therequirements of the service sector.



68

537 Preservationperiod

The prescribed period up to which the documentshas to be preserved in the offices.

538 Press SortingOffice

Sorting office working in the premises of thepublisher of the newspaper, especially for handling

the RNP posted by it. The entire expendituretowards wages or the establishment is borne by thepublisher in addition to providing the requiredstationery for working. (Refer RNP)

539 Preventive Vigilance

The Vigilance to be employed in various postalunits to prevent any fraud and consequentfinancial loss to the department.

540 PRI (P) Public Relation Inspector (Postal) . A LSG cadrepost at Head Post Office.

541 Pride of IndiaCollection

Collection of 25 solid silver stamp replicas layeredwith pure 24 carat gold, representing cross-sectionof important historic, artistic and cultural aspectsof India. The collection is distributed in India byHallmark India Pvt. Ltd under the authority of India Post.

542 Probate of Will It is a certificate obtained from a competent courtof law specifying that the will was made by the

deceased and it is last will made543 Prohibited

ArticlesThe articles prohibited for transmission throughPost.

544 Project Arrow The initiative taken by the Department to improveservice efficiency in all spheres of postal operations.



69

545 ProtectedSavings Scheme

Under this scheme, on the death of the depositor of a RD account, his nominee or legal heir can claimfull maturity value of the account(s) restricted to asadmissible for an account of denomination of Rs

50/- under certain specified conditions.

546 PRRC Postage Revenue Realised in Cash. Account headfor crediting the postage amount collected by cashat MPCM counters and the amount collectedthrough franking of articles at the PO.

(Refer MPCM, franking machine)

547 PSB Postal Services Board. It is a body for planning,

implementing and monitoring the PostalOperations in India, consisting of six members andchaired by the DG (Posts). (Refer Member(PSB))

548 PSCI Postal Staff College of India located at Ghaziabad.It gives training to PS Group “B” & Group Aofficers of India Post.

549 PSD Postal Stores Depot. An unit, headed by a PSGroup B officer, which will supply the requiredforms and stationaries to the Post Offices.

Ex: Madurai PSD.550 PTC Postal Training Centre. Training institution of

India Post imparting training to the departmentalemployees of Group C & Non Gazetted Group B.

We have 6 PTCs in India at Darbhanga, Guwahati,Madurai, Mysore, Saharanpur and Vadodara.

551 Public ProvidentFund

It is a type of savings account in which thedepositor has to deposit Rs 500 as minimum

deposit and Rs 70000 as maximum deposit in afinacial year. The maturity period is 15 years andthe rate of interest is 8%. It can be opened in allHead Post Offices and selected Sub Offices and inall Nationalized Banks. The account can betransferred between POs and between PO andbank respectively.



70

552 Quarters Accommodation provided by the Dept. of Post fordepartmental staff. It is also referred as PostalStaff Quarters.

553 Queue

Management

System used to manage the queue of customers at

PO counters to provide better customer care.For ex:- In Project Arrow Post Office, when thenumber of customers standing in the queue at thecounter is more than 7, the Supervisor shouldarrange for additional counter / assistance.

554 Railway MailService (RMS)

Sorting Mail Office situated in the platform of aRailway station. Ex: Kolkata RMS

555 Realization of cheques

The transfer of funds from the bank from where acheque is drawn, when sufficient of balance is

available in that account, to Post office account.556 Rebate - RD Amount granted to the depositor of a PORD

Account when the number of advance deposits,including that of the current month, is six or more.Ex: Re.1/- will be the rebate for denomination of Rs.10/- for 6 to 11 deposits. (Refer RD account)

557 Rebate - SpeedPost

Amount granted to a BNPL Speed Post customerwhen the volume of business exceeds Rs.10000 permonth

558 Record office Stationary office of RMS which arranges staff,supplies bags, stationeries etc., to a set of a sectionand preserves the work papers of the same afterchecking.

559 RecurringDeposit Account(RD Account)

A POSB Scheme in which deposits have to be madein equal monthly instalments for a period of 60months

560 Redeposit- TD Renewal of Matured PO TD accounts from the dateof maturity irrespective of date of renewal.(Refer TD scheme)



71

561 Redirected A standard remark made on an undeliveredaccountable article by the delivery official whenthere is an instruction by the addressee to forwardto a new address.

The article with this remark will be forwarded tothe new address on the same day.

562 Redirection Process of forwarding a Postal article to anascertained address. No fee will be charged forredirection except for Parcel where half of thepostage will be charged as redirection fee.(Refer Redirected)

563 Refund - of default fee The default amount collected from the PORDdepositor will be repaid during the prematureclosure of the account. (Refer PMC)

564 Refused A standard remark to be made on the undeliveredaccountable article by the delivery official when

(a) the addressee refused to accept the article(b) the Addressee is present but does not take

delivery of the article on one pretext or other.

The article bearing the remark “refused” should bereturned to the sender or RLO on the same day.

(Refer RLO)



72

565 RegionalConcentrationCentre (RCC)

Mail office identified for receiving mail fromneighbouring circles to mail offices attached to it.Ex: Palakkad RMS is the RCC for Palakkad RMS,Calicut RMS and Shoranur RMS.

566 Register of VParticles Received

Register maintained, for letters and Parcelsseparately, in delivery POs to account for the VParticles received for delivery.

567 Registeredabstract

Register maintained in delivery POs to account thereceipt and issue of registered letters.

568 Registered

Articles

Articles booked at the counter for which a receipt is

given to the customer and accounted at every stageof handling.

569 Registeredbundle (RB)

Bundle containing three or more registered lettersaddressed to the same destination.

570 Registered list("R" List)

A list prepared by the despatch office to despatchthe registered articles to be included in RegisteredBag.

571 Registered bag

(“R” bag)

A due bag closed for dispatch of registered articles

and money orders, accompanied by “R” list. It mayalso contain cash bag if the “R” bag is exchangedbetween the PO and its cash office. (Refer “R” list,Cash Office)

572 Registerednewspaper

A kind of Postal article - Periodicals registered withthe postal divisional head for availing concessionalrate of postage . It should have bonafide list of subscribers and published in a periodicity of notmore than 31 days.



73

573 RegisteredParcel

Parcels booked at the counter for which a receipt isgiven to the customer and accounted at every stageof handling. (Refer Parcel)

574 Registrar of

newspapers of India (RNI)

Government authority for registering the

newspapers published in India. (Refer RNP)

575 Registration of articles

Process of posting articles under receipt at the POcounter. The movement of these articles will beaccounted at each stage. Also, the delivery of thesearticles will be done under acquittance. (Refer Registered articles)

576 Regular indent Request by PO / RMS office to PSD through theirDivisional Office for supply of forms once in 6

months. (Refer PSD) 577 Reimbursement Replenishing the expenditure incurred by the

departmental official/ officers against an approveditem. Ex: Reimbursement of tuition fee

578 Reinvestment Purchase of savings certificates on surrender of matured certificates

579 Relievedofficer/official

In case of transfer/ deputation, the Officer/officialhanding over the charge of a post to another.

580 Relieving

officer/official

In case of transfer/ deputation, the Officer/official

taking over the charge of a post from the relievedofficer/official.

581 Remittanceadjustment

Process of adjusting the remittances received andsent to the sub ordinate offices by the Subaccounts Supervisor.

582 Remittanceadvice

A document prepared by the accounts branch forthe remittances made to OHOs. (Refer OHO)

583 Remittance Silo A silo under the stream “GET THE CORE RIGHT”

of PROJECT ARROW with a target of achievingsame day payment of all MOs received at PO andproviding web based remittance services.

584 Remitter The person who is sending a money order.

585 Rent freequarters

Post attached quarters.(Refer Post attached quarters)



74

586 Repayment of Withdrawal

Repayment of the withdrawal taken by thedepositor from his RD account either in lump sumor in equal monthly installments.

587 Reporting officer An officer who observes the working of theofficers/officials working under him/her and recordstheir performance in the APAR.(Refer APAR)

588 Rest house Rooms provided at terminal or changing stations toRMS staff who are on duty in the section.

589 Retail post A product of India Post under which otherorganisations may sell their products & services

through PO counters.Ex: Sale of applications of an EducationalInstitution

590 Reviewingofficer

An officer who re-examines the remarks of thereporting officer in the APAR of an officer/official.The reviewing officer can also record independentremarks in the APAR.(Refer Reporting Officer)

591 Revival of Silent

account

Process of allowing further transactions in an

account which is marked as SILENT.592 RIFA Regional Internal Financial Advisor. An Officer of

Accounts Line providing Financial Advice to theHead of the Region. (Refer IFA)

593 RLO Return letter office - Office situated in Circle HQrsauthorised to open & dispose the contents of undecipherable/undisposable articles received fromPOs.

594 RO Regional Office - Office of the Regional Head.

(Refer PMG) 595 Roster Register maintained at recruiting units to monitor

the implementation of orders of Govt. of India onreservation.



75

596 Rough book Maintained by postmasters for noting and tallyinghis office transactions & accounts

597 Round MO A stamp to be impressed by the supervisor of MOpaid branch to authorize the payment of

MOs/eMOs received. It should be under thepersonal custody of the Supervisor/Postmaster.

598 RPLI Rural postal life insurance - An insurance productof India Post for Indians having a rural address.

599 RTI Act, 2005 Right To Information Act 2005 - Enacted by Govt.of India to promote accountability andtransparency in Government.

600 Sanchay post Software, developed by a private firm M/S DatanetCorporation, Bengaluru, used in SB/SC Counter to

perform day to day transactions. At present, SDC(Software Development Centre) of TN Circle is co-ordinating issues related to this software.

601 Sanctionedstrength

The authorised number of posts of a particularcadre allotted to a particular unit .

602 Sanctioningauthority

An Authority vested/delegated with powers toapprove financial matters/administrative matterswith financial implications.

603

SAS Standardized Agency System - System throughwhich agents are appointed by the StateGovernment to procure business under POSBschemes except SB & RD.

604 Savings Bankaccount

An account opened under POSB scheme.



76

605 Savings BankSilo

A silo under the stream “GET THE CORE RIGHT”of PROJECT ARROW with a target of reducingtransaction time

(i) at counters

(ii) in transfer/closure of POSB account/SC(iii) in settlement of death claim cases.606 Savings

certificate A money instrument, issued by Ministry of Financeon behalf of Govt. of India, sold through the agencyof Post Offices promising the holder to get a pre-determined amount on maturity. At present, KVP& NSC are the savings certificates issued throughPOs.(Refer KVP & NSC)

607 SB Slip (SB-27) List prepared by the HO to SO to forward the SBdocuments viz., Passbooks after verification, AT forallotment of account number etc.,

608 SB Voucher List(SB-22)

List of the documents submitted by the SB branchof HPO to SBCO everyday for the transactionsincorporated in the previous day account. (Refer SBCO)

609 SB-26 Preliminary receipt issued by the BPM to thecustomer who is opening a POSB account at BO.

610 SBCO Savings Bank Control Organisation. A unit of aHead Post Office to check and authorize thetransactions done in POSB accounts in HO and itssubordinate offices.

611 SCSS Senior Citizens Savings Scheme. A type of POSBaccount that can be opened by senior citizens,retired persons aged above 55 and retired defencepersonnel irrespective of age limit.

612 Seasonal mail Greeting Mail posted during particular festival

seasons. Eg. Diwali, Christmas, New Year etc.,613 Second class

mailMail, other than first class mail, which will begiven air lift only if prescribed Air surcharge inpaid.

614 Secretary(Posts)

Refer DG (Posts)



77

615 Section Travelling TMO working in trains. Ex:- HB 9

616 Sectional maillist (M1-a)

A list prepared by Mail Office which shows thenumber of the due and unusual mails actuallydespatched.

617 SeniorSuperintendentof Post offices(SSPOs)

The designation of a Junior Time Scale/SeniorTime Scale Group 'A' Officer, incharge of a PostalDivision.

618 SeniorSuperintendentof RMS (SSRM)

The designation of a Junior Time Scale/SeniorTime Scale Group 'A' Officer, incharge of a RMSDivision.

619 Server Primary Computer of a network which managesand coordinates the nodes.

620 Service book Permanent Record containing the family andservice particulars of a government servantmaintained by DDO.

621 Service charge(with respect toSavings account)

Charges recovered for dishonoured cheques fromthe depositor.

622 Service MO Money Order, without limit, remitted by postalauthorities. No MO commission will be charged.

623 Set of a MailOffice

An establishment of RMS staff working in aparticular timing in a mail office. (Refer RMS) Ex:- Nagpur RMS/1 denotes the first set of NagpurRMS working in the morning.

624

Set of a Section An establishment of RMS staff working throughoutthe beat of the same section in both directions.(Refer RMS, beat)

625 Signaturescanning

The process of scanning & storing the signature of the depositors/purchasers into the database of thesanchay post software for future verification duringwithdrawals and closure/discharge.



78

626 Silent account A Savings account in which no transaction done bythe depositor for a period of continuous threefinancial years. Further transactions can be doneon revival of the account.

627 SMR Sub Postmaster's Monthly Report. Monthly reportto be submitted by the sub post master showing theremittances, details of the closing balances of theaccount month along with the statistics of transactions of his/her office.

628 Sorting MObundle

Bundle containing MOs, which cannot be includedin a Station MO bundle.

629 SO Account Record maintained at SOs showing the receipts

and payments of the Post office day wise.630 SO daily account Copy of the SO account, prepared and submitted

daily to HO along with supporting documents andvouchers.

631 SO slip Document prepared by the Sub accounts branch of HO to acknowledge the closing balance of the lastSO daily account received and to enter theparticulars of remittance and documents sent.

632 Sorting

assistant

A clerical cadre official working in Mail Office.

633 Sorting case Wooden/steel case with pigeon holes used forsorting postal articles.

634 Sorting hub A concentration centre for sorting and despatchingspeed post articles received from Post officesmapped to itself.

635 Sorting List Refer DMSL



79

636 Sorting Mail bag A mail bag from post office to Sorting Mail office. Itis a due bag.

637 Sorting Mailoffice

Mail office performing the duties of receipt, sortingand despatch of postal articles. The office will be

designated as “RMS” if it is situated in the Railwayplatform or else the office will be designated as"Sorting Office".Ex: Madurai RMS, Karaikudi Sorting.

638 Sorting pattern Manner of sorting articles received, indicated in theSorting list.

639 Special Bag Bag containing both registered/unregisteredarticles addressed to high level officers, who are ontour.

640 Special errorbook

Error book maintained at SB branch of the Accountoffice for noting the irregularities noticed in BOtransactions.

641 SpecialRemittances

Remittance of cash through messengers from Account office/Cash Office when the amount of remittance exceeds the prescribed line limit/onspecial occasions.

642 Specimensignature book

(SB-6)

Record containing specimen signatures of accountholders of POSB accounts, maintained at non

computerised sub offices. It is used for verificationof signature of the depositor during withdrawal,transfer and closure of a POSB account.

643 Speed Net Software developed by the CEPT, Mysore todespatch the speed post articles booked at the POcounter and to deliver the speed post articlesreceived at the PO. The advantage of Speed netsoftware is that the speed post article processedthrough it can be tracked & traced by the customer

on India Post website.644 Speed Post The only Government owned and operated courier

services, with Track & trace , time bound delivery,for all documents and merchandise items for bothdomestic and international



80

645 Speed Post PassPort service

Service offered by India Post, in association withMinistry of External Affairs, to sell, process thepassport application and deliver the Passport to theapplicant through Speed Post.

646 Speed NetCommunication A Module under Speednet Software used to update& retrieve the Speednet data in the Central Server.

647 Split duty Working hours divided into two parts. Normally, inHPOs, officials entrusted with delivery and subaccount branch work on split duty.

648 Split dutyallowance

Monetary benefit paid to officials performing splitduty.

649 Stamp A self-adhesive postal stationery bearing thepostage value. This has to be affixed on a postal

article as an evidence for prepayment of postage.(Refer Postage)

650 Stamp album(Philately)

An album to collect and preserve philately stamps

651 Stamp balanceregister

Record to account the closing balance of stamps of Post Offices at the end of the day.

652 StandingInstruction

Instruction given by a POSB account holder to PostOffice requesting & authorizing it to do automaticcredit.

(Refer Automatic Credit) 653 Station Bundle A bundle with 15 or more unregistered articles for

a particular delivery Post office with check slip ontop of it.

654 Station mail bag A Mail bag from a Mail office to a Post office. It is adue bag

655 Station MObundle

MO bundle prepared when there are 6 or moreMOs to a particular delivery PO. (Refer MO bundle)



81

656 Statisticalregister

A register to record the statistics relating tovarious transactions of a Post office.

657 Stop gap

arrangement

Process of making temporary arrangement of

officials to fill a vacant post.

658 Sub Post Master Official incharge of a SO.

659 Sub post office A departmental Post office subordinate to HO.

660 Sub record office Stationary office of RMS which arranges staff,supplies bags, stationeries etc., to a set of a mailoffice and preserves the work papers of the sameafter checking.

661 Sub recordofficer

Official in-charge of a sub record office

662 Subsistenceallowance

Allowance paid to government officials undersuspension. Refer suspension.

663 Superannuation Attaining the prescribed retirement age while ingovernment service. At present, the retirement ageis 60.

664 Superintendent

of Post offices(SPOs)

The designation of a PS Group 'B' Officer, incharge

of a Postal Division.

665 Superintendentof RMS (SRM)

The designation of a PS Group 'B' Officer, inchargeof a RMS Division.

666 Supplementaryaccounts

A record prepared at HO to consolidatetransactions of subordinate offices in transit duringfirst week of april for accounts of march.

667 Surrender of aPolicy

Submission of PLI/RPLI policy by the insurant forimmediate cash payment by forgoing the contigent

benefit.668 Surrender value The amount that is sanctioned for a PLI/RPLI

policy surrendered.669 Suspension Act of placing a government servant off duty

temporarily pending disciplinary proceedings.



82

670 Table sorting One of the pre-delivery activities done forsegregating the mis-sent articles, articles for sub-ordinate offices from the articles for its own office.(Refer Pre-delivery activities)

671 TA Bill Travelling Allowance Bill- Bill to be submitted by

the official who performed tour on duty to claim theexpenditure incurred for journey and the dailyallowance.

672 Take home pay The pay received by the staff after out of accountdeductions from net pay.(Refer Out of account)

673 Taxation Collection of deficiency amount in respect of unpaid/insufficiently paid articles and articles withinfringement of conditions.

(Refer Unpaid articles) 674 TB order Tour orders of officers eligible for camp bag,, issued

by SRM/SSRM,675 Technical

resignationTransfer from one government service to anotherservice applied and approved through properchannel where the previous services will be takeninto account for the purpose of calculation of payand length of service .

676 TEL cover Cover containing Telegrams addressed to

Postmaster for delivery through telegrammessengers.677 Temporary

instructionregister

The Instruction register which has the instructionsof temporary nature valid up to three months

678 Tenure The period of service of an official in a station/post.



83

679 Terminal dues The cost incurred on handling an internationalpostal article by the destination country, which hasto be remunerated by the originating country. Thisis an arrangement made within UPU countries.

680 Territory bundle Sorting bundle containing 25 or more unregisteredarticles addressed to a state or foreign country.

681 Test Letters Letters posted to test the punctual clearing of LB,sorting , transmission and delivery of Postalarticles and find out any deviation from the normsfor mail transmission and delivery

682 Test Print Print out taken to check the connectivity andproper working of the attached printer.

683 Time bound

delivery

A feature of Speed Post ensuring delivery of

articles within the prescribed time viz. 24 hours, 48hours or 72 hours between speed post centres.

684 Time depositscheme (TDscheme)

A scheme in which the deposits can be made for afixed period viz. 1 year, 2 years, 3 years and 5years.

685 TMO Transit Mail Office - A mail office dealing withexchange of mails / bags between mail offices andpost offices without opening the bags.Ex: TMO.

686 TMP-1 To Make Payment form - A Form to be filled by thepayee for requesting payment of iMO at PostOffice.

687 Tolerance level A permissible deviation level of KPI from the targetfor Project Arrow post offices.

688 Track and trace A facility provided for speed post customers, bothdomestic and international, to find out the currentstatus and disposal of their articles through the

website www.indiapost.gov.in.

689 Train Post An institute under Universal Postal Union fortraining and issuing certification on Various PostalSubjects thro Internet.

http://www.indiapost.gov.in/






84

690 TransactionTime report

A report generated for the purpose of calculatingthe average time taken for various transactions inSanchay Post software.

691 Transcription

centre

A centre, located in Circle HQrs,which translates

addresses written in regional languagues on Postalarticles into English .692 Transit Refer amount in transit.

693 Travellingallowance

An allowance given to officials on tour on duty.Refer TA Bill

694 TRC Telephone Revenue Collection - An account head toaccount the amount collected from the customersfor telephone bills.

695 Treasurer Official posted in the treasury branch for receipt,

disbursal and custody of cash, stamps and cheque.696 Treasurer cash

book (ACG 2)The record maintained to account cash ,stamp andcheque transactions done by the treasurer inchronological order.

697 Treasury panel A group of staff working as treasurers on aparticular year in a postal division.

698 Treasury passbook

Record maintained in Treasury branch to keeptrack of drawal from & remittances to bank.

699 Treasury

voucher

Record in Treasury branch for noting down the

drawal of cash from bank.700 Trip Journey of the set of a RMS section from one end to

the other end of its beat. Refer In-trip, out-trip.

701 TRP-1 To Remit Payment - Form to be filled in by theremitter to send an iMO.

702 UCP Unclassified Payments - Postal Payments whichcannot be classified into any general head of account at Post offices which will be classified bythe PAO.

703 UCR Unclassified Receipts - Postal receipts whichcannot be classified into any general head of account at Post offices which will be classified bythe PAO.



85

704 UIDAI Unique Identification Authority of India - Anauthority vested with the responsibility of providing identification number for each residentacross the country which would be used primarily

as the basis for efficient delivery of welfare servicesthe citizens of India.India Post has signed an MoU with UIDAI fordelivery of UID through Speed Post and dobiometric authentication for UID.

705 Un authorizedabsence

Absence from duty without prior sanction of leavewhich may lead to disciplinary action against thegovernment servant. Refer Dies-non.

706 Unclaimedarticles Articles not taken delivery by the addressee evenafter 7 days from the date of intimation. Thesearticles will be returned to the sender immediately.

707 Undecipherablearticle

Article containing illegible (or) readable but notunderstandable addresses. Will be forwarded toRLO for disposal.

708 Unfixed beat A delivery area which is not served daily by thedelivery official.

709 Unit Bag office All Post Offices are identified as Unit Bag Office for

monitoring the movement of bags. They have tosubmit bag balance report to District Bag Officedaily.

710 Unpaid articles Articles posted without postage. Double thepostage will be recovered from the addressee at thedelivery PO.



86

711 Unposted item SB Transactions that cannot be posted in theledger at SOSB branch of HO/SBCO will beaccounted seperately as Unposted item for futuresettlement.

712 Unregisteredarticle

Article posted in POs for which no receipt is issuedto the customer and no record will be maintainedfor its movement.

713 Unusual bag Bag received / dispatched which is not prescribed inthe Due Mail Sorting List.

714 UPU Universal Postal Union - Primary forum for for

cooperation between postal sector players of member countries headquartered at Berne, Swiss.

715 Value Die A device placed inside the franking machine to

make an impression for the value of stamps to beaffixed on a postal article.

716 Vermeil One of the medals given for Philatelic exhibitions.The medal level lies between GOLD & SILVER.

717 Village SortingList

List showing the GDS MDs/village postmen, thenames of village served by them and location of letterboxes in villages under the BO.

718 Visit Book Record where the signatures of responsibleresidents of villages which are visited by the

Village Postmen/GDS MD are obtained.719 Visit Report Report containing the remarks by the officers

making a surprise visit to the particular unit. ReferMarginal remarks



87

720 Void MO Void Money Order - MO received for payment afterthe expiry of its currency period. MO will becurrent upto the end of the account monthfollowing the month of issue. Ex: MO issued in July

will be current upto the end of August.

721 VolumetricWeight

Weight arrived from the volume of the postalarticle using prescribed formula & procedure.It isused ONLY FOR TARIFF CALCULATIONPURPOSE if the dimension exceeds the prescribedlimit.

The formula is:

For cuboid:- (Length in cm X Breadth in cm XHeight in cm)/6000For circular roll: (0.785 X(Diameter in cm) X(Diameter in cm)X length in cm)/6000

722 VoluntaryRetirement

Option to retire voluntarily on completion of 20years of qualifying service, by giving 3 month’snotice, subject to acceptance of the appointingauthority.

723 Voucher Record that serves as an evidence of expenditureEx: MO paid voucher

724 VPL Value Payable Letter - A letter booked under VPP.



88

725 VPMO Value Payable Money Order - Type of MO bookedwhen a VP article is delivered and the VP amount(collected from the addressee) is remitted to thesender of the article. Refer VPP.

726 VPP Value Payable Post - Scheme of collecting value of

the article during delivery and remitting the samethrough money order (called VPMO) to the sender.

A fee has to be collected for booking under VP inaddition to postage & registration fee.

727 VPPL Value Payable Parcel - A Parcel booked under VPP.

728 VP Receipt A document prepared at the PO when a VP articleis received for delivery. It should be accompanying

the article sent out for delivery.729 WAN Wide Area Network -Type of network connecting

computers located at very distant places. In IndiaPost, eMO, Speed Net are some of the servicesrendered through WAN.



89

730 Warrant of Payment

Filled-in SB withdrawal / closure form withpayment order of the Supervisor of SB branch /SPM.

731 Web based

GrievanceRedressalSystem

On line processing of customer complaints (both

inward & outward) in the India Post website atOffices designated as Customer Care Centres(CCC).

732 WebPASS Software for processing of passports at Post Officesunder Speed Post Passport service.

733 WeighmentSystem

A system adopted by India Post to convey closedbags except parcel bags. The bags will be conveyed,without limit of weight, through luggage vans of railways, under the custody of railway guards.

734 Weight of aPostal article

It is used to decide the kind of article and thepostage to be affixed/ paid for the article. Gross

weight will be taken to decide the kind of article.Depending upon the dimension, either gross weightor volumetric weight, whichever is higher, will betaken for calculation of postage.

735 Weight of cashbag /stamp bag

To be noted in the cash bag & SO SLIP / BO SLIP /BODA. Used to check whether there is any loss of contents of bag.In deptl. POs, Sub account PA willweigh the cash/stamp bag in the presence of Treasurer and note it in SO SLIP/BO SLIP.

736 Will Legal declaration made by a person with regard toownership of his/her property (both movable &immovable) after his/her death. Refer Probate of will.



90

737 WindowDelivery

Delivery of articles, at the Post Office premisesinstead of at the door step of the customer. Windowdelivery of accountable articles will be done only bythe PA and not by the Postman.

738 Withdrawal slip(SB-7)

A form used for withdrawing an amount from aPOSB scheme.

739 Witness A person who sees the transaction likedelivery/payment happening and attests to thegenuineness of the same by adding his/her ownsignature.In PO, Making of nomination for POSB accounts,

payment of MOs to illiterates, pardanashin womenshould be witnessed.740 Wnx World Net Express - An International Parcel

service provided in collaboration with DPWN(Deutsche Post World Network)

741 Workers wage

account

A type of SB account specially meant for payment

of wages to beneficiaries of MGNREG scheme.Refer the Job Card MGNREGS also.

742 Work-papers All the abstracts/documents prepared, documentsreceived/dispatched by a set of a Mail office. Thesewill be preserved at the record offices.

743 WorkingStrength

Actual number of staff working in a particularcadre of a unit against the sanctioned posts.(Refer Sanctioned strength)

744 World PhilatelicExhibition An international exhibition on Philately held atregular intervals in various countries of the world.(Refer Indipex 2011)

745 WPP Without Prepayment of Postage - A facility given tothe licensees of Registered News Paper, whenapplied to Regional office/Circle Office.ReferRegistered News Paper also.



746 WUMTS Western Union Money Transfer Service - Ascheme, of receiving money in India from foreigncountries, implemented by India Post incollaboration with a foreign company “WESTERN

UNION”. It is also called International MoneyTransfer Service (IMT)

747 Yearly villagereturn

Report of articles received for delivery for thevillages on unfixed beat from March 1 to 14 of every year , prepared by the BPMs and submittedto the sub divisional head.

748 Zero Balance Account

A savings account in which the condition of maintaining minimum balance is not applicablelike MGNREGS account. Refer MG NREGS.

749 56 APO 1CBPO located in New Delhi is also known as 56 APO. (Refer CBPO)

750 99 APO 2CBPO located in Kolkata is also known as 99 APO.

(Refer CBPO)

IMPORTANT NOTE:

This is a non-official publication meant for internal use by the

officials in the Dept. of Posts. Any part or any portion of the

contents thereof should not be quoted in judicial or quasi

judicial proceedings or cited for any administrative purpose.

Please verify from Departmental sources for accuracy