IMPORTANT RECORDS

1.1.1

Important records

1) BEAT LIST2) ROUTE MAP3) VILLAGE SORTING LIST4) LETTER BOX STATEMENT5) POSTMAN BOOK6) INTIMATION SLIP7) NOTICES8) CUSTOMER DATABASE

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.

1.1.3

Beat List Beat no.__________P.O._________

Name of the street/lanes

Name of firms & offices

Name of principal residents

Remarks

(Rule 102 (2) of PM Vol VI Part I)

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

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6

Route Map 1 Route Map 2

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

Letter Box Statement

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

1.1.8

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

Intimation Slip

What is it?

What are its’ uses?

What is it’s importance?

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

Do you ever deliver Intimation slip when the addressee is present???

Yes we do…!!!!!!

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 paidWhen Parcels > 10 kg are received for delivery

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1.1.14

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

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

DEPARTMENT OF POSTS, INDIAINTIMATION SLIP

ToShri/ SmtRef: Postal Article No. ………………… Type……………….. Office of Posting………………Date……………Sir/Madam,

Day 1 - The above article addressed to you was brought today for delivery. It could not be delivered as you were not available/your house was kept locked.

Day 2 - A second delivery will be attempted tomorrow at the same time.

Day 3 to Day 7 – The article will be kept deposit in the Post Office and it may kindly be collected between…………………..and ………………….. hours at the window of the delivery counter of…………………….Post Office from ………………..to………………The article will be delivered on proper identification. For this purpose you or your authorized representative may bring photo identity proof like Voter ID Card, Passport, PAN Card, Driving license and Identity Card issued by Post Office.

Day 8 - Article will be returned to the sender with the remarks “Unclaimed” if it is not collected within the stated period.

You may also depute your representative duly authorized by you in writing to the Postmaster to collect above-mentioned article on your behalf. The delivery of the said article to your authorized representative will be made by the Post Office subject to the condition that on delivery of the said article to your authorized representative the Post Office shall be freed from all responsibility in respect of the said article.

Request for delivery from Day 3 to 7 (instead of Day 2) may kindly be made before………… hours by ………………….(Date) at telephone No………………….Or through email………………………………………..For further enquiries you may feel free to contact at Phone no……………….Thanking youDate:

Yours faithfully  Signature of PostmanName of Postman Beat No……….…………………….PO…………………..DivisionAvailable : Facility for addressee’s instructions at the Post Office for your mail when you are out of station. You can also authorize an agent to receive your mail. 

Sample

Entries in Intimation Slip

Article number Type of article Name of the PO in which it was postedDate of receipt of article When, where can the customer collect the

articleWhat should the customer do in case he

requires home delivery

Let us now see a sample

Address partDEPARTMENT OF POSTS, INDIA

INTIMATION SLIPToShri/ SmtRef: Postal Article No. ……………. Type………… Office of Posting………………Date……………….

Sir/Madam,

RT607551993IN RL/MO/Ins/Parcel

Madurai

21/01/2014

Day 3 to Day 7 – The article will be kept deposit in the Post Office and it may kindly be collected between…………………..and ………………….. hours at the

window of the delivery counter of…………………….Post Office from ………………..to………………

The article will be delivered on proper identification. For this purpose you or your authorized representative may bring photo identity proof like Voter ID Card, Passport, PAN Card, Driving license and Identity Card issued by Post Office.

1000 hrs.

23/01/2014 27/01/2014

Madurai

1600 hrs.

Request for delivery from Day 3 to 7 (instead of Day 2) may kindly be made

before………… hours by ………………….(Date) at telephone No………………….

Or through email………………………………………..

For further enquiries you may feel free to contact at Phone no……………….Thanking youDate: Yours faithfully Signature of Postman Name of Postman Beat No………. …………………….PO …………………..DivisionAvailable : Facility for addressee’s instructions at the Post Office for your mail when you are out of station. You can also authorize an agent to receive your mail.

16 00 hours23/01/2014 PO Tel. No.

PO e Mail addressPO Tel.

No.

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 !!!!!!!!!

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

Name of colony/locality

Name /No. of street

Door number

Name of Principal addressee

Names of other family members

Profession

Office /business/alternate address if any

Contact no. & e mail address