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UPU

UNIVERSALPOSTALUNION

UNIVERSALPOSTALUNION

Letter Post Manual

Berne 2009

International Bureau of the Universal Postal Union

II

Note concerning the printing

The text of the Convention is printed in bold characters.The texts of the Regulations and of the Final Protocols are printed in ordinary characters.The texts of the commentary by the International Bureau are printed in small characters preceded by a square (). The number of the provision commented on is printed in bold characters.Any amendments to the texts made in subsequent updates of the Manual are marked by a vertical line ( ) in the margin opposite the amended text.

III

Remarks

Remarks

This fourth edition of the Letter Post Manual includes the provisions of the Universal Postal Convention as revised by the 24th Congress (2008) applicable to letter post, those of the Letter Post Regulations as revised by the POC in 2008 and 2009, and the commentary made by the International Bureau.The Manual is designed so as to give the reader immediate access to all the information about one and the same matter, viz:– the provisions of the Universal Postal Convention, indicated by Article ...– the provisions of the Regulations, indicated by Article RL ...– the provisions of the Final Protocol, given after the article concerned and

indicated by Prot Article ... or Prot Article RL ...– the commentary by the International Bureau following the provisions to

which it refers.

IV

V

Contents Page

Abbreviations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VII

General List of UPU Member Countries and of territories included in theUnion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XI

Table of UPU letterpost charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XV

List of Compendia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XIX

UPU Postal Operators Statement of Values. . . . . . . . . . . . . . . . . . . . . . XXI

Table of contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XXIII

List of forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XXXIII

Provisions of the Universal Postal Convention applicable to letter post and the Letter Post Regulations supplemented by the relevant articles of the Final Protocols, the commentary by the International Bureau, and the forms

Other decisions concerning the provisions of the Convention applicable to letter post and the Letter Post Regulations

Contents

VI

Poste aux lettres – Conv. Art 1

VII

Abbreviations

(The abbreviations listed below are mainly used in the commentary)

A. Common abbreviations

Add Prot Additional Protocol to the Constitution of the UPUAgr AgreementAI advice of entry (Giro)AO other items or items other than LC in the classi

fication system based on contentAR advice of deliveryarbit arbitrationart articlec centimeCA Council of AdministrationCCC Customs Cooperation CouncilCCPS Consultative Council for Postal Studies

(up to 1994)cf confer (= compare)circ circularcm centimetrecol columncomm commentaryComm CommitteeCompendium Compendium of Information (Letter Post, Parcel

Post, etc.) published by the International BureauConf ConferenceConst or Constitution Constitution of the Universal Postal UnionConv or Convention Universal Postal Conventiondm decimetreDO designated operatorDoc Document (of Congresses, Conferences, Executive

Council, etc.)doc documentEC Executive Council (up to 1994)ECOSOC UN Economic and Social CouncilEDI Electronic Data Interchangee.g. for exampleEPFSC European Postal Financial Services CommissionFAO United Nations Food and Agriculture Organizationg grammeGen Regs General Regulationsh hour

Abbreviations

VIII

IAEA International Atomic Energy AgencyIATA International Air Transport AssociationIB International BureauIBRS International Business Reply ServiceICAO International Civil Aviation Organizationid idemINCB International Narcotics Control BoardISO International Organization for StandardizationJournal or Periodical “Union Postale” (quarterly publication of the Inter

national Bureau)kg kilogrammekm kilometrelb (16 oz) pound avoirdupois (453.59 grammes)LC letters and postcardsLDCs Least developed countriesLP Letter PostLTAT Latest Transport Arrival Timem metremax maximummin minimummm millimetremn minute (of time)nm nautical mile (1852 metres)No numberoz ounce (28.3465 grammes) (onesixteenth of the

pound avoirdupois)p, pp page(s)para paragraphPeriodical See under JournalPOC Postal Operations CouncilPPSA Postal Payment Services Agreementprop proposalProt or Protocol Final Protocol (to the respective Act)QSF Quality of Service FundRC Parcel Post Regulationsrec recastRegs RegulationsRF Regulations of the Postal Payment Services AgreementRL Letter Post Regulationss second (time)S.A.L. Surface airlifted mailSPS Seoul Postal Strategyt tonne (1000 kilogrammes)tkm tonnekilometre or kilometric tonne (unit used in

connection with conveyance)T.m. sea transitT.t. land transit

Abbreviations

IX

UN United NationsUPU or Union Universal Postal Unionvol volumeWCO World Customs OrganizationWHO World Health Organization

B. Abbreviations relating to forms

(These abbreviations are always followed by the serial number of the form)

AV Airmail (until Washington 1989)C Convention (until Washington 1989)CN Convention (from Seoul 1994)CP ParcelsMP Money Orders (until Seoul 1994)R COD (until Seoul 1994)VD Insured letters (until Washington 1989)VP Giro (until Seoul 1994)

Abbreviations

X


XI

General List of UPU Member Countries and of territories included in the Union

AfghanistanAlbaniaAlgeriaAngolaAntigua and BarbudaArgentinaArmeniaAustralia– Norfolk IslandAustriaAzerbaijanBahamasBahrain (Kingdom)BangladeshBarbadosBelarusBelgiumBelizeBeninBhutanBoliviaBosnia and HerzegovinaBotswanaBrazilBrunei DarussalamBulgaria (Rep.)Burkina FasoBurundiCambodiaCameroonCanadaCape VerdeCentral African Rep.ChadChile China (People’s Rep.)– HongKong, China– Macao, ChinaColombiaComorosCongo (Rep.)Costa RicaCôte d’Ivoire (Rep.)CroatiaCubaCyprusCzech Rep.Dem. People’s Rep. of KoreaDem. Rep. of the CongoDenmark– Faröe Islands– GreenlandDjiboutiDominica

Dominican RepublicEcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEthiopiaFiji Finland (including the Åland Islands)France– French Overseas Departments:– – French Guiana– – Guadeloupe (including St Barthélémy and St Martin)– – Martinique– – Réunion– Territorial Community of Mayotte– Territorial Community of St Pierre and Miquelon– French Overseas Territories coming within the Union’s jurisdiction by virtue of article 23 of the Constitution:– – French Polynesia (including Clipperton Island)– – French Southern and Antarctic Territories (St Paul and Amsterdam Islands, Crozet Islands, Kerguelen Islands, Terre Adélie)– – New Caledonia– – Wallis and Futuna Islands– – Scattered islands (Bassas da India, Europa, Juan de Nova, Glorieuses, Tromelin)GabonGambiaGeorgiaGermanyGhanaGreat Britain:– United Kingdom of Great Britain and Northern Ireland– Guernsey– Jersey– Isle of ManOverseas Territories (United Kingdom of Great Britain and Northern Ireland):– Anguilla– Ascension– Bermuda– British Indian Ocean Territory– British Virgin Islands– Cayman Islands– Falkland Islands (Malvinas)– Gibraltar– Montserrat

General List of UPU Member Countries

XII

– Pitcairn,Henderson,DucieandOenoIslands– SouthGeorgiaandtheSouthSandwichIslands– StHelena– StHelena(Dependencies)(islands)– TristandaCunha– TurksandCaicosIslandsGreeceGrenadaGuatemalaGuineaGuinea-BissauGuyanaHaitiHonduras(Rep.)Hungary(Rep.)IcelandIndiaIndonesiaIran(IslamicRep.)IraqIrelandIsraelItalyJamaicaJapanJordanKazakhstanKenyaKiribatiKorea(Rep.)KuwaitKyrgyzstanLaoPeople’sDem.Rep.LatviaLebanonLesothoLiberiaLibyanJamahiriyaLiechtensteinLithuaniaLuxembourgMadagascarMalawiMalaysiaMaldivesMaliMaltaMauritaniaMauritiusMexicoMoldovaMonacoMongoliaMontenegroMoroccoMozambiqueMyanmarNamibiaNauruNepal

NetherlandsNetherlandsAntillesandAruba– NetherlandsAntilles(Bonaire,Curaçao,Saba, StEustatius,StMaarten)– ArubaNewZealand(includingtheRossDependency)– CookIslands– Niue– TokelauNicaraguaNigerNigeriaNorwayOmanPakistanPanama(Rep.)PapuaNewGuineaParaguayPeruPhilippinesPolandPortugalQatarRomaniaRussianFederationRwandaSaintChristopher(StKitts)andNevisSaintLuciaSaintVincentandtheGrenadinesSamoaSanMarinoSaoTomeandPrincipeSaudiArabiaSenegalSerbiaSeychellesSierraLeoneSingaporeSlovakiaSloveniaSolomonIslandsSomaliaSouthAfricaSpainSriLankaSudanSurinameSwazilandSwedenSwitzerlandSyrianArabRep.TajikistanTanzania(UnitedRep.)ThailandtheformerYugoslavRepublicofMacedoniaTimor-Leste(Dem.Rep.)TogoTonga(includingNiuafo’ou)TrinidadandTobagoTunisia

GeneralListofUPUMemberCountries

XIII

UzbekistanVanuatuVaticanVenezuela (Bolivarian Rep.)Viet NamYemenZambiaZimbabwe

UN member countries whose situation with regard to the UPU has not yet been settled:

AndorraMarshall IslandsMicronesia (Federated States of)Palau

TurkeyTurkmenistanTuvaluUgandaUkraineUnited Arab EmiratesUnited States of America– Territories of the United States of America coming within the Union’s jurisdiction by virtue of article 23 of the Constitution:– – Guam, Puerto Rico, Samoa, Virgin Islands of the United States of America– Trust Territory of the Pacific Islands:– – Mariana Islands including Saipan and Tinian, but not the United States Possession of GuamUruguay

General List of UPU Member Countries

XIV


XV

Table of UPU letter-post charges

Description of charge Amount Observations Conv Regs Article Article

1 2 3 4 5

Guideline postage See art RL 105 RL 105charges

Charge for delivery to the Same charge as in RL 106.1addressee of a small internal service packet exceeding 500 g Charge on items posted Same charge as in RL 106.2.1after the latest time for internal serviceposting

Charge on items posted Same charge as in RL 106.2.2outside normal counter internal serviceopening hours

Charge for collection at Same charge as in RL 106.2.3the sender’s address internal service

Charge for withdrawal Same charge as in RL 106.2.4outside normal counter internal serviceopening hours

Poste restante charge Same charge as in RL 106.2.5 internal service

Storage charge Charge collected at the RL 106.2.6 rate laid down by internal legislation for any letter post item weighing more than 500 g except literature for the blind

Handling charge See “Charge on unpaid or underpaid unregistered items”

Charge on unpaid or Charge adopted for The delivering adminis RL 118.2underpaid unregistered priority items or letters in tration may, if it so and 8items the first weight step by wishes,collect only the the country of delivery handling charge multiplied by the ratio between the amount of deficient postage and the same charge adopted by the country of origin; to this charge shall be added a handling charge whose guideline amount shall be 0.33 SDR or the charge prescribed by internal legislation

Table of UPU letterpost charges

XVI

Registration charge Guideline amount of i For each M bag, RL 132.2 1.31 SDR at most administrations shall collect, instead of the charge per item, a bulk charge not exceeding five times the amount of the charge per item ii In addition to the RL 132.3 charge per item or bulk charge, admin istrations may collect, from the sender or from the addressee, special charges in accor dance with their internal legislation, to take account of any exceptional security measures taken with regard to registered items and insured items

Charge for exceptional See “Registration charge”security measures

Charge for cover against Guideline amount of RL 106.3risks due to force 0.13 SDR for eachmajeure registered item

Recorded delivery charge Charge less than the RL 133.2 registration charge

Insurance charge Guideline amount of RL 134.3.1.2 0.33 SDR for each 65.34 SDR of insured value or fraction thereof or 0.5% of the scale of the insured value, whatever the country of destination, even in countries which undertake to cover risks of force majeure


1 2 3 4 5


XVII

Express charge Charge which may not For each M bag, admin RL 136.2.1 be less than the amount istrations shall collect, of postage prepayable instead of the charge on an unregistered per item, a bulk charge priority/non priority item, not exceeding five times as appropriate, or an the charge per item. unregistered single When express delivery rate letter, with a guide involves special line amount of 1.63 SDR demands an additional charge may be levied in accordance with the provisions governing items of the same kind in the internal service. If the addressee asks for express delivery, the charge of the internal service may be collected

Additional express charge See “Express charge”

Advice of delivery charge Guideline amount of RL 137.1 0.98 SDR

Charge for delivery to the Guideline amount of RL 138.2addressee in person 0.16 SDR

Charge for delivery of i Charge whose guide RL 139.2.2an item free of charges line amount shall beand fees 0.98 SDR collected by the administration of origin ii Additional charge RL 139.2.3 whose guideline amount shall be 1.31 SDR per request made after posting, collected by the administration of origin iii Commission charge RL 139.2.4 whose guideline amount shall be 0.98 SDR collected for the benefit of the administration of destination

Additional charge (items See “Charge for deliveryfree of charges and fees) of an item free of charges and fees”


1 2 3 4 5


XVIII


1 2 3 4 5

Commission charge See “Charge for delivery of an item free of charges and fees”

Charge for a request for Same charge as in RL 146.3redirection internal service

Charge for redirection Same charge as in RL 146.4 internal service

Charge for return Same charge as in RL 147.3 internal service

Charge for a request for Guideline amount of RL 148.4.1withdrawal from the post 1.31 SDR or alteration or correctionof address

PresentationtoCustoms Guideline amount of For each M bag, admin 18.2 RL 153charge 2.61 SDR istrations shall collect, instead of the charge per item, a bulk charge whose guideline maximum amount shall be 3.27 SDR. The presentationto Customs charge is collected only in respect of the presenter to Customs and customs clearance of items on which customs dues or any other dues of a similarnature are payable

Customs clearance fee Fee based on the actual 18.3 costs of the operation


XIX

List of Compendia

1 Letter Post Compendium

This Compendium, previously called the “Compendium of Information (Convention)”, contains particulars, by country, of the implementation of the Convention and the Letter Post Regulations. It is supplemented by information concerning the conveyance of radioactive materials by post.

2 Parcel Post Compendium

This Compendium contains particulars, by country, of the implementation of the provisions of the Convention relating to postal parcels and the Parcel Post Regulations It is supplemented by information concerning the conveyance of radioactive materials by post.

3 Postal Payment Services Compendium

This Compendium, previously called the “Postal Financial Services Compendium”, contains particulars, by country, of the implementation of the Postal Payment Services Agreement and Regulations.

4 Universal Postal List of Localities (UPLL)

This list, previously called the “International List of Post Offices”, contains an alphabetical list of localities. It is supplemented by information about the postal addressing systems used by postal administrations.

5 Compendium of Transit Information

This compendium contains a list of kilometric distances relating to land sectors of mails in transit and a list of transit services provided for surface mail (including S.A.L. mail). The information is classified by transit administration in the list of kilometric distances and by administration of destination in the list of transit services provided for surface mail. The latest edition also contains information on surface mails in transit à découvert.

6 List of Prohibited Articles

This list contains information on prohibitions sent in by administrations on the basis of a model referring to the World Customs Organization (WCO) harmonized commodity description and coding system. It is supplemented by information

List of Compendia

XX

supplied by the United Nations about narcotics and psychotropic substances under international control and the IATA list of definitions of 9 classes of dangerous goods.

7 Postal Statistics

This publication has been produced since 1875 and is now in two parts. The first part gives the statistical data by country, i.e. the data relating to some one hundred headings over the previous five years for each UPU member country or territory. The second part provides a presentation of the statistical data by heading for a selection of headings particularly representative of postal development. All the statistical data available as provided by the UPU International Bureau may be consulted on the UPU website (www.upu.int).

8 General list of airmail services (CN 68)

The CN 68 list contains airmail information for each country of the Union or each dependent territory of a member country. This information refers to decisions taken on the application of certain optional provisions concerning airmail as well as on certain domestic and international services.

9 List of Airmail Distances

This list is drawn up in collaboration with IATA. It comprises distances between points served by an international line and distances relating to internal lines which may be used for the conveyance of international mail. It is supplemented by the modalities for transhipment of mail and the IATA threeletter codes (Location Identifiers) and the airline codes.

10 Multilingual Vocabulary of the International Postal Service

The Vocabulary is divided into two sections. The first section contains, in alphabetical order and preceded by an identification number, the French words and, where appropriate, their definition in that language. These are followed by their translations in the seven other languages (German, English, Arabic, Chinese, Spanish, Portuguese and Russian). In the second section, the terms and expressions are arranged in alphabetical order in every language other than French, with the identification number for the French word as given in the first section. Supplements are published to the Vocabulary comprising the terminology of specific technical areas relating to postal activities (marketing, information technology, informatics and electronic mail).

List of Compendia

XXI

UPU Postal Operators Statement of Values(recommendation C 108/1999)

We, the postal operators with universal service obligations, working together within the context of the UPU, recognize that the international postal market is increasingly characterized by liberalization, deregulation, and rising customer expectations, in addition to growing competition from technological substitution and private competitors, as well as between the public operators of member countries.

In order to provide the services which customers demand in this highly competitive market we, the postal operators of the UPU, endorse and uphold the values shown below in our relations with each other, our government, our staff and our customers.

As postal operators within the UPU, we each care about:

The single postal territory

Promoting the maintenance of high quality universal postal services and the free circulation of mail across borders, by:– acting as suppliers and customers to each other;– relentlessly pursuing continuous improvement in our services, insofar as it

affects our international customers;– working together to fulfil the UPU Mission.

Focus on customers

– Understanding what customers need, and doing all we can to satisfy them.

– Providing the levels of quality of service, security and reliability which our customers demand.

– Acting promptly and effectively in dealing with customer complaints.– Always identifying the effects on our customers of everything we do.

Respect

– Respecting every item of mail and recognizing its importance to sender and receiver.

– Treating others as we would wish to be treated.

Taking pride in what we do

– Working together to deliver all our promises all the time, especially to customers.

– Challenging poor performance in ourselves and others.– Being professional in our work, and continually building our expertise.

UPU Postal Operators Statement of Values

XXII

Development

Showing commitment to the universal postal service by supporting international postal development.

UPU Postal Operators Statement of Values

XXIII

Contents

Art Page

Section A Rules applicable in common throughout the international postal service

1 Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A .1

2 Designation of the entity or entities responsible for fulfilling the obligations arising from adherence to the Con- vention . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A .4

3 Universal postal service . . . . . . . . . . . . . . . . . . . . . . . . . . A .5

4 Freedom of transit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A .6RL 101 Application of freedom of transit . . . . . . . . . . . . . . . . . . . . . A .7RL 102 Failure to give freedom of transit . . . . . . . . . . . . . . . . . . . . . A .7RL 103 Monetary unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A .7

5 Ownership of postal items. Withdrawal from the post. Alteration or correction of address. Redirection. Return to sender of undeliverable items . . . . . . . . . . . . . . . . . . . . . A .8Prot . I Ownership of postal items . Withdrawal from the post . Alteration or correction of address . . . . . . . . . . . . . . . . . . . A .8

26 Posting abroad of letter-post items . . . . . . . . . . . . . . . . . A .10Prot XIII Posting abroad of letter-post items . . . . . . . . . . . . . . . . . . . A .10

Section B Security and violations

9 Postal security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B .1RL 104 Postal security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B .1

11 Violations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B .2

Section C Charges, surcharges, exemption from postal charges and methods of denoting prepayment

6 Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C .1Prot II Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C .2RL 105 Postage charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C .2

Letter Post – Contents

XXIV

RL 106 Special charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C.4RL 107 Conditions of application of postage charges. . . . . . . . . . . C.4Prot RL IV Conditions of application of postage charges. . . . . . . . . . . C.6RL 108 Calculation of surcharges for airmail items . . . . . . . . . . . . . C.6RL 109 Equivalents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C.7

7 Exemption from postal charges . . . . . . . . . . . . . . . . . . . . C.8Prot III Exception to the exemption of literature for the blind from postal charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C.9RL 110 Exemption from postal charges on postal service items. . . C.9RL 111 Application of exemption from postal charges to bodies concerned with prisoners of war and civilian internees. . . . C.10RL 112 Marking of items sent free of postal charges. . . . . . . . . . . . C.10

8 Postage stamps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C.11RL 113 Postage stamps. Notification of issues and exchange be tween designated operators . . . . . . . . . . . . . . . . . . . . . . . . C.13RL 114 Prepayment. Methods of denoting prepayment . . . . . . . . . C.13RL 115 Characteristics of postage stamps and postal prepayment or franking impressions . . . . . . . . . . . . . . . . . . . . . . . . . . . . C.15RL 116 Suspected fraudulent use of postage stamps or postal prepayment or franking impressions . . . . . . . . . . . . . . . . . . C.16RL 117 Application of the datestamp . . . . . . . . . . . . . . . . . . . . . . . C.17RL 118 Unpaid or underpaid items . . . . . . . . . . . . . . . . . . . . . . . . . C.18RL 119 Prepayment and stamping of items posted on board ship . C.20

9, 11 See section B

10 See section O

Section D Basic services

12 Basic services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.1Prot IV Basic services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.2RL 120 Basic services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.2RL 121 Particulars relating to limits of weight . . . . . . . . . . . . . . . . . D.3Prot RL I Printed papers. Maximum weight . . . . . . . . . . . . . . . . . . . . D.3RL 122 Limits of size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.4RL 123 Conditions of acceptance of items. Makeup. Packing. . . . D.4RL 124 Special provisions applicable to each category of items . . D.8Prot RL II Special provisions applicable to each category of items . . D.14RL 125 Marking of priority or mode of transportation . . . . . . . . . . . D.15RL 126 Special packing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.15

Art Page


XXV

RL 127 Items in panel envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . D.16RL 128 Standardized items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.17Prot RL III Standardized items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.20

16 Admissible radioactive materials and infectious substances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.21Prot IX Admissible radioactive materials and biological materials . D.22RL 129 Conditions of acceptance and marking of items containing exempt patient specimens (human or animal) . . . . . . . . . . . D.22RL 130 Conditions of acceptance and marking of items containing infectious substances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.23RL 131 Conditions of acceptance and marking of items containing radioactive materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D.27

Section E Supplementary services

13 Supplementary services . . . . . . . . . . . . . . . . . . . . . . . . . . E.1Prot V Advice of delivery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.2Prot VI International business reply service (IBRS) . . . . . . . . . . . . . E.2RL 132 Registered items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.2Prot RL V Registered M bags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.5RL 133 Recorded delivery items . . . . . . . . . . . . . . . . . . . . . . . . . . . E.5RL 134 Insured items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.7Prot RL VI Maximum limits for insured items . . . . . . . . . . . . . . . . . . . . E.12Prot RL VII Insured items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.13RL 135 Cashondelivery items . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.14RL 136 Express items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.18RL 137 Advice of delivery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.21RL 138 Delivery to the addressee in person . . . . . . . . . . . . . . . . . . E.24RL 139 Items for delivery free of charges and fees . . . . . . . . . . . . . E.24RL 140 International business reply service (IBRS) . . . . . . . . . . . . . E.31Prot RL VIII IBRS accounting charges . . . . . . . . . . . . . . . . . . . . . . . . . . E.34RL 141 International business reply service – local response . . . . . E.39RL 142 International reply coupons . . . . . . . . . . . . . . . . . . . . . . . . . E.39Prot RL XIX International reply coupons issued before 1 January 2002. E.42Prot RL XX Adjustment of debts arising from the settlement of ac counts through the final liquidation account for interna tional reply coupons distributed before 1 January 2002 . . . E.47RL 143 Consignment Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E.47

14 See sections L and M

Art Page


XXVI

Section F Special provisions and Customs matters

15 Items not admitted. Prohibitions . . . . . . . . . . . . . . . . . . . F.1Prot VII Prohibitions (letter post) . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.5Prot VIII See Parcel Post ManualProt X Articles subject to customs duty . . . . . . . . . . . . . . . . . . . . . F.6RL 144 Dangerous goods prohibited from insertion in letterpost items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.7RL 145 Treatment of items wrongly admitted . . . . . . . . . . . . . . . . . F.7Prot RL IX Treatment of items wrongly admitted . . . . . . . . . . . . . . . . . F.8RL 146 Redirection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.11Prot RL X Redirection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.14RL 147 Undeliverable items. Return to country of origin or to send er and period of retention . . . . . . . . . . . . . . . . . . . . . . . . . . F.17RL 148 Treatment of requests for withdrawal of items from the post or for alteration or correction of address . . . . . . . . . . . F.20RL 149 Withdrawal from the post. Alteration or correction of ad dress. Items posted in a country other than that which receives the request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.25

17 Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.27Prot XI Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.27RL 150 Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.28Prot RL XI Treatment of inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F.32RL 151 Inquiries concerning items posted in another country . . . . F.37

18 Customs control. Customs duty and other fees . . . . . . . F.38Prot XII PresentationtoCustoms charge . . . . . . . . . . . . . . . . . . . . F.39RL 152 Items subject to customs control . . . . . . . . . . . . . . . . . . . . F.39Prot RL XII Items subject to customs control . . . . . . . . . . . . . . . . . . . . F.45RL 153 PresentationtoCustoms charge . . . . . . . . . . . . . . . . . . . . F.45RL 154 Cancellation of customs duty and other fees . . . . . . . . . . . F.45

19, 20 See section H

Section G Liability of designated operators

21 Liability of designated operators. Indemnities . . . . . . . . G.1RL 155 Application of the liability of designated operators . . . . . . . G.3

22 Non-liability of member countries and designated operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.5RL 156 Delivery of a rifled or damaged insured item . . . . . . . . . . . . G.6

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23 Sender’s liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.9RL 157 Establishment of sender’s liability . . . . . . . . . . . . . . . . . . . . G.9

24 Payment of indemnity . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.10RL 158 Payment of indemnity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.10RL 159 Period for payment of indemnity . . . . . . . . . . . . . . . . . . . . . G.11RL 160 Automatic payment of indemnity. . . . . . . . . . . . . . . . . . . . . G.11RL 161 Determination of liability between designated operators . . G.12RL 162 Procedures for determining the liability of designated oper ators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.13

25 Possible recovery of the indemnity from the sender or the addressee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.15RL 163 Recovery from air carriers of indemnities paid . . . . . . . . . . G.15RL 164 Reimbursement of the indemnity to the paying designated operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.16RL 165 Settlement of indemnities between designated operators . G.16RL 166 Accounting for amounts due in respect of indemnity for letterpost items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G.17

Section H Procedures concerning the transmission, routeing and receipt of mails/items

RL 167 Exchange of items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.1RL 168 Priority treatment of priority items and airmail items . . . . . . H.2RL 169 Mails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.3RL 170 Exchange in closed mails . . . . . . . . . . . . . . . . . . . . . . . . . . H.4RL 171 Transit à découvert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.4RL 172 Routes and methods of transmission of insured items . . . . H.8RL 173 Makeup of mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.10Prot RL XIII Bags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.13RL 174 Letter bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.18RL 175 Transmission of registered items . . . . . . . . . . . . . . . . . . . . . H.23RL 176 Transmission of recorded delivery items . . . . . . . . . . . . . . . H.26RL 177 Transmission of insured items . . . . . . . . . . . . . . . . . . . . . . . H.26RL 178 Transmission of money orders and unregistered COD items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.29RL 179 Transmission of express items. . . . . . . . . . . . . . . . . . . . . . . H.29RL 180 Transmission of IBRS items . . . . . . . . . . . . . . . . . . . . . . . . . H.30RL 181 Transmission of M bags. . . . . . . . . . . . . . . . . . . . . . . . . . . . H.30RL 182 Transmission of bulk items . . . . . . . . . . . . . . . . . . . . . . . . . H.30RL 183 Transmission of items intended for direct access to the domestic service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.34

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RL 184 Labelling of mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.34RL 185 Use of barcodes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.43RL 186 Routeing of mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.45Prot RL XIV Routeing of mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.45RL 187 Transhipment of airmails and of surface airlifted (S.A.L.) mails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.46RL 188 Steps to be taken when direct transhipment of airmails cannot take place as scheduled . . . . . . . . . . . . . . . . . . . . . H.48RL 189 Preparation of trial notes . . . . . . . . . . . . . . . . . . . . . . . . . . . H.49RL 190 Transfer of mails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.51RL 191 Preparation and checking of CN 37, CN 38 or CN 41 deliv ery bills. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.54RL 192 Missing CN 37, CN 38 or CN 41 delivery bill . . . . . . . . . . . . H.59RL 193 Checking of mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.62RL 194 Verification notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.65RL 195 Missent items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.69RL 196 Steps to be taken in the event of an accident . . . . . . . . . . . H.69RL 197 Steps to be taken in the event of an interrupted flight, or of diversion or missending of airmails . . . . . . . . . . . . . . . . . . . H.69RL 198 Steps to be taken in the event of an interrupted flight, or of diversion or missending of surface airlifted (S.A.L.) mails . . H.70RL 199 Steps to be taken in the event of temporary suspension and resumption of services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.70RL 200 Return of empty bags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H.71

19 Exchange of closed mails with military units . . . . . . . . . H.75RL 201 Mails exchanged with military units. . . . . . . . . . . . . . . . . . . H.75

20 Quality of service standards and targets. . . . . . . . . . . . . H.77RL 202 Quality of service targets . . . . . . . . . . . . . . . . . . . . . . . . . . . H.77

Section I Transit charges and terminal dues

RL 203 Transit charges and terminal dues. General provisions . . . . I.1

A. Transit charges

31 Transit charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.3

34 Authority of the Postal Operations Council to fix charges and rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.4RL 204 Application of transit charges . . . . . . . . . . . . . . . . . . . . . . . I.4RL 205 Transit charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.5Prot RL XV Special transit charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.8

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RL 206 Kilometric distances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.10RL 207 Extraordinary services. Multimodal transport . . . . . . . . . . . I.10RL 208 Calculation and accounting for charges for missent items and items in transit à découvert forwarded by surface . . . . I.10RL 209 Transit charges for diverted or missent mails . . . . . . . . . . . I.14RL 210 Airmails and S.A.L. mails in transit by surface. . . . . . . . . . . I.14RL 211 Payment of transit charges for the transport of empty bags I.14

B. Terminal dues. General provisions

27 Terminal dues. General provisions . . . . . . . . . . . . . . . . . . I.16

28 Terminal dues. Provisions applicable to mail flows between designated operators of countries in the target system I.19

29 Terminal dues. Provisions applicable to flows to, from and between designated operators of countries in the transitional system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.21RL 212 Voluntary membership of the target system by transition system member countries . . . . . . . . . . . . . . . . . . . . . . . . . . I.22RL 213 Direct access to the domestic services . . . . . . . . . . . . . . . . I.22RL 214 Calculation of the rates of terminal dues for countries apply ing article 29.2 to 4 of the Convention. . . . . . . . . . . . . . . . . I.23RL 215 Quality of service linked terminal dues remuneration be tween designated operators of countries in the target system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.24RL 216 Quality of service linked terminal dues remuneration ap plicable to mail flows to, from and between designated operators of countries in the transition system . . . . . . . . . . I.27RL 217 Mechanism for revising the rates of terminal dues . . . . . . . I.28RL 218 Request for payment specific to bulk mail . . . . . . . . . . . . . I.29RL 219 Closed mails exchanged with military units. . . . . . . . . . . . . I.30

C. Sampling operations

RL 220 General principles for statistical sampling and estimation of the number of items per kilogramme. . . . . . . . . . . . . . . . I.31RL 221 Statistical counts for exchanges of mail between designated operators of countries in the target system. . . . . . . . . . . . . I.31Prot RL XVI Statistical counts for exchanges of mail between designated operators of countries in the target system. . . . . . . . . . . . . I.33RL 222 Alternative approach for statistical counts for exchanges of mail between designated operators of countries in the target system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.33RL 223 Special statistical count for the application of the revision mechanism. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.34

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D. Preparation, transmission and acceptance of statements, bills and accounts relating to transit charges and terminal dues

RL 224 Preparation, transmission and acceptance of CN 53 and CN 54 bills for exchanges of mail between designated operators of countries in the target system. . . . . . . . . . . . . I.37RL 225 Preparation, transmission and acceptance of CN 53 and CN 54 bills for the revision mechanism . . . . . . . . . . . . . . . . I.43RL 226 Preparation of CN 55 and CN 56 statements of mails . . . . I.44RL 227 Transmission and acceptance of CN 55 and CN 56 state ments of mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.47RL 228 Accounting for bulk mail . . . . . . . . . . . . . . . . . . . . . . . . . . . I.47Prot RL XVII Accounting for bulk mail . . . . . . . . . . . . . . . . . . . . . . . . . . . I.48RL 229 Accounting for mail intended for direct access to the do mestic system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I.51RL 230 Preparation, transmission and approval of transit charges and terminal dues accounts . . . . . . . . . . . . . . . . . . . . . . . . I.51RL 231 Special address for the transmission of forms concerning transit charges and terminal dues . . . . . . . . . . . . . . . . . . . . I.57RL 232 Acceptance of transit charges and terminal dues accounts I.57RL 233 Provisional payments of transit charges and terminal dues I.61

30 Quality of Service Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . I.62RL 234 Payment of amounts due into the Fund to finance improv ing quality of service in the developing countries . . . . . . . . I.63

Section J Air conveyance dues

32 Basic rates and provisions concerning air conveyance dues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . J.1RL 235 Formula for calculating the basic rate and calculation of air conveyance dues for closed mails . . . . . . . . . . . . . . . . . J.2

34 Authority of the Postal Operations Council to fix charges and rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . J.4RL 236 Calculation and accounting for charges for missent items and items in transit à découvert forwarded by air . . . . . . . . J.4RL 237 Accounting for air conveyance dues . . . . . . . . . . . . . . . . . . J.6RL 238 Preparation of CN 66 and CN 67 statements of weights . . J.7RL 239 Preparation of CN 51 detailed accounts and CN 52 general accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . J.10

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RL 240 Submission and acceptance of CN 55, CN 66 and CN 67 statements, CN 51 detailed accounts and CN 52 general accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . J.13Prot RL XVIII Submission and acceptance of CN 55, CN 66 and CN 67 statements, CN 51 detailed accounts and CN 52 general accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . J.15RL 241 Amendments to air conveyance dues . . . . . . . . . . . . . . . . . J.15RL 242 Payment of air conveyance dues. . . . . . . . . . . . . . . . . . . . . J.15RL 243 Payment of air conveyance dues for the transport of empty bags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . J.16RL 244 Air conveyance dues for diverted or missent mails or bags J.16RL 245 Air conveyance dues for mail lost or destroyed. . . . . . . . . . J.17

Section K Settlement of accounts. Payment

RL 246 Electronic transfer of statements and accounts . . . . . . . . . K.1RL 247 Preparation and settlement of accounts . . . . . . . . . . . . . . . K.1RL 248 Settlement of accounts through the International Bureau. . K.2Prot RL XXI Adjustment of debts arising from the settlement of accounts through the International Bureau clearing system in effect before 1 January 2001 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . K.3RL 249 Payment of debts expressed in SDRs. General provisions . K.3RL 250 Rules for payment of accounts not settled though the International Bureau. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . K.4

Section L EMS

14 Electronic mail, EMS, integrated logistics and new services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . L.1RL 251 EMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . L.1RL 252 Operation of EMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . L.2

Section M Electronic mail, EMS, integrated logistics and new services

14 Electronic mail, EMS, integrated logistics and new services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . M.1RL 253 Hybrid mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . M.1RL 254 Facsimilebased services . . . . . . . . . . . . . . . . . . . . . . . . . . M.2RL 255 Textbased services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . M.2

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RL 256 Electronic postal certification mark . . . . . . . . . . . . . . . . . . . M.2RL 257 Telematic links. General provisions . . . . . . . . . . . . . . . . . . . M.3RL 258 Special provisions concerning telematic links. . . . . . . . . . . M.4RL 259 Rules for payment of telematic links . . . . . . . . . . . . . . . . . . M.4

Section N Integrated logistics service

14 Electronic mail, EMS, integrated logistics and new services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . N.1RL 260 Integrated logistics service . . . . . . . . . . . . . . . . . . . . . . . . . N.1

Section O Miscellaneous provisions

RL 261 Information to be supplied by designated operators. . . . . . O.1RL 262 International Bureau publications . . . . . . . . . . . . . . . . . . . . O.3RL 263 Telegraphic addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O.5RL 264 Period of retention of documents . . . . . . . . . . . . . . . . . . . . O.5RL 265 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O.6Prot RL XXII Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . O.7RL 266 Forms for the use of the public . . . . . . . . . . . . . . . . . . . . . . O.7RL 267 Application of standards . . . . . . . . . . . . . . . . . . . . . . . . . . . O.8

10 Sustainable development . . . . . . . . . . . . . . . . . . . . . . . . . O.9RL 268 Environmental aspects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . O.9

Section P Transitional and final provisions

35 Conditions of approval of proposals concerning the Convention and the Regulations . . . . . . . . . . . . . . . . . . . P.1

36 Reservations at Congress. . . . . . . . . . . . . . . . . . . . . . . . . P.2

37 Entry into force and duration of the Convention. . . . . . . P.3RL 269 Entry into force and duration of the Letter Post Regula tions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . P.3

Articles 33 and Prot XIV and XV concern postal parcels only.See Parcel Post Manual.

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Letter Post – Forms

List of forms

No. Title or nature of the form Page

1 2 3

CN 01 International reply coupon E.40CN 02bis Detailed statement. Reply coupons E.45CN 03 Detailed statement. Reply coupons exchanged E.44CN 03bis Recapitulative statement. Reply coupons E.46CN 04 “R” label for registered items E.5CN 05 Label for recorded delivery items E.7CN 06 “V” label for insured items E.13CN 07 Advice of receipt/of delivery/of payment/of entry E.23CN 08 Inquiry F.33CN 08 Receipt E.35CN 09 Statement of IBRS items sent E.36CN 10 Recapitulative statement of IBRS items E.36CN 11 Franking note E.28CN 12 Detailed monthly account. Customs, etc., charges E.30CN 13 Report. Information about a seized postal item F.10CN 14 Collective envelope. Redirection of letterpost items F.15CN 15 “Return” label F.19CN 16 Dispatch list. Insured items H.28CN 17 Request F.23 – for withdrawal from the post – for alteration or correction of address – for cancellation or alteration of the COD amountCN 18 Declaration concerning the nonreceipt (or receipt) of a F.35 postal itemCN 19 Detailed account. IBRS charges E.37CN 20 Statement. IBRS charges E.38CN 21 Advice. Redirection of a CN 08 form F.36CN 22 Customs declaration F.42CN 23 Customs declaration F.43CN 24 Report (irregularities in respect of insured letterpost items G.7 and postal parcels)CN 25 Bundle labels H.6, H.14CN 26 Bundle labels H.15CN 27 Table. Routes and methods of transmission of insured items H.9CN 28 Envelope for the makeup of airmails H.17CN 29 “COD” label E.15CN 29bis Label for COD items E.15CN 29ter Coupon for COD items E.16CN 30 “R” label combined with name of office of origin, number E.18 of item and triangle bearing the indication “COD”CN 31 Letter bill. Exchange of mails H.21CN 32 Letter bill. Bulk mails H.32CN 33 Special list. Registered items H.25CN 34 Bag labels for surface mail H.37

XXXIV

Letter Post – Forms

No. Title or nature of the form Page

1 2 3

CN 35 Airmail bag labels H.39CN 36 Bag labels for S.A.L. mail H.41CN 37 Delivery bill. Surface mails H.56CN 38 Delivery bill. Airmails H.57CN 41 Delivery bill. Surface airlifted (S.A.L.) mails H.58CN 42 Direct transhipment label H.48CN 43 Verification note. Exchange of mails H.67CN 44 Trial note H.50CN 45 Transmission envelope for CN 38, CN 41 and CN 47 bills H.53CN 46 Substitute delivery bill H.60CN 47 Delivery bill. Mails of empty receptacles H.74CN 48 Statement. Amounts due in respect of indemnity G.18CN 51 Detailed account. Airmail J.11CN 52 General account J.12CN 53 Statement by mail. Number of items and weight of I.39 receptacles CN 54 Recapitulative statement of items I.40CN 54bis Annual recapitulative statement I.41CN 55 Statement of mails I.45CN 56 Recapitulative statement of mails I.46CN 57 Account. Bulk mail received I.49CN 58 Recapitulative statement. Terminal dues accounts for bulk I.50 mail CN 61 Detailed account. Terminal dues I.53CN 62 Detailed account. Transit charges – Surface mail I.55CN 63 Statement. Transit charges I.59CN 64 Statement. Terminal dues I.60CN 64bis Detailed statement. Quality of Service Fund I.65CN 64ter Detailed statement. Quality of Service Fund I.66CN 65 Bill. Weight of missent and à découvert items I.13CN 66 Statement of weights. Airmails and S.A.L. mails J.8CN 67 Statement of weights. À découvert priority/airmail items J.9CN 68 General list of airmail services

A.�

Letter Post – Conv Art �

Universal Postal Convention

The undersigned, plenipotentiaries of the governments of the member coun-tries of the Union, having regard to article 22.3 of the Constitution of the Universal Postal Union concluded at Vienna on 10 July 1964, have by common consent and subject to article 25.4 of the Constitution drawn up in this Conven-tion the rules applicable throughout the international postal service.

Letter Post Regulations

Having regard to article 22, paragraph 5, of the Constitution of the Universal Postal Union concluded at Vienna on �0 July �964, the Postal Operations Council has drawn up the following measures for ensuring the implementation of the rules applicable in common throughout the international postal service and the provi-sions on the Letter Post.

Section A

Rules applicable in common throughout the international postal service

Article 1Definitions

1 For the purposes of the Universal Postal Convention, the following terms shall have the meanings defined below:1.1 parcel: item conveyed under the conditions of the Convention and the

Parcel Post Regulations;1.2 closed mail: labelled bag or set of bags or other receptacles sealed

with or without lead, containing postal items;1.3 misrouted mails: receptacles received at an office of exchange other

than the one mentioned on the (bag) label;1.4 missent items: items received at an office of exchange meant for an

office of exchange in another member country;1.5 postal item: generic term referring to anything dispatched by the

Post’s services (letter post, parcel post, money orders, etc.);

A.2


1.6 transit charges: remuneration for services rendered by a carrier in the country crossed (designated operator, other service or combination of the two) in respect of the land, sea and/or air transit of mails;

1.7 terminal dues: remuneration owed to the designated operator of the country of destination by the designated operator of the dispatching country in compensation for the costs incurred in the country of desti-nation for letter-post items received;

1.8 designated operator: any governmental or non-governmental entity officially designated by the member country to operate postal serv-ices and to fulfil the related obligations arising out of the Acts of the Union on its territory;

1.9 small packet: item conveyed under the conditions of the Convention and the Letter Post Regulations;

1.10 inward land rate: remuneration owed to the designated operator of the country of destination by the designated operator of the dispatching country in compensation for the costs incurred in the country of desti-nation for parcels received;

1.11 transit land rate: remuneration owed for services rendered by a carrier in the country crossed (designated operator, other service or combi-nation of the two) in respect of the land and/or air transit of parcels through its territory;

1.12 sea rate: remuneration owed for services rendered by a carrier (desig-nated operator, other service or a combination of the two) partici-pating in the sea conveyance of parcels;

1.13 universal postal service: the permanent provision of quality basic postal services at all points in a member country’s territory, for all customers, at affordable prices;

1.14 transit à découvert: open transit through an intermediate country, of items whose number or weight does not justify the make-up of closed mails for the destination country.

Commentary1 The need to standardize the interpretation of certain terms and expressions in the Acts was already being recognized in the �950s. In this context, the �952 Brussels Congress decided to produce a compilation of postal terminology in a work which would subsequently become known as the Multilingual Vocabulary of the International Postal Service. This terminological publication was designed to facilitate the application of the UPU Acts: precise, standard postal terminology helps to ensure that all Union member countries interpret the Acts in the same way. However, the Multilingual Vocabulary had no legal standing, and served simply as a reference tool.The 2004 Bucharest Congress therefore adopted, on the proposal of the CA, two new arts relating to thedefinitions in the Constitution and the Convention, thereby conferring a legal status on the terms listed inthese arts.

1.1.8 Recognizing the existence of diverse structures in the member countries, the Seoul Congress declared in its resolution C 29/�994 that the term “postal administration” in the Acts of the Union was to be defined by each member country within the framework of its national legislation. The Beijing Congress, in its resolution C ��0/�999, stressed the need to define more clearly, and distinguish between, the govern-mental and operational roles and responsibilities of the bodies of the Union with respect to the provision of international postal services. In resolution C ��/2004, the Bucharest Congress instructed the CA, in conjunction with the IB, to study in greater depth the use of the term “postal administration” in the Acts of the Union and to suggest solutions for defining or replacing the term. The 24th Congress (Geneva) decided to replace the term “postal administration” with the terms “member country” and/or “designated operator”

A.�


in the various articles of the Acts, depending on the context. The definition of “designated operator” was included in Constitution Art. � as well as here in the Convention.With respect to the Conv, Congress replaced the term “postal administration” with “member country” and/or “designated operator” to identify, and distinguish between, the different roles and responsibilities of each actor in the provision of international postal services.After the Congress, the POC made the final decisions on how to apply the new terminology to the Regs. Because most provisions in the Regs deal with operational and technical questions, the term “postal administration” was generally replaced by “DO”. The few exceptions are those provisions that contain the instructions and authorization from governments to DOs.All occurrences of the term “country” in the Regs were kept, given the “territorial” nature of two non-sover-eign member countries of the Union (� Overseas Territories (United Kingdom of Great Britain and Northern Ireland): Anguilla, Ascension, Bermuda, British Indian Ocean Territory, British Virgin Islands, Cayman Islands, Falkland Islands (Malvinas), Gibraltar, Montserrat, Pitcairn, Henderson, Ducie and Oeno (Islands), South Georgia and the South Sandwich Islands, St. Helena, St. Helena (dependencies) (islands), Tristan da Cunha, Turks and Caicos Islands; 2 Netherlands Antilles and Aruba). As regards the forms referred to in the Regs, the term “adm” was systematically replaced by “DO”.

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Article 2Designation of the entity or entities responsible for fulfilling the obligations arising from adherence to the Convention

1 Member countries shall notify the International Bureau, within six months of the end of Congress, of the name and address of the governmental body responsible for overseeing postal affairs. Within six months of the end of Congress, member countries shall also provide the International Bureau with the name and address of the operator or operators officially designated to operate postal services and to fulfil the obligations arising from the Acts of the Union on their territory. Between Congresses, changes in the govern-mental bodies and the officially designated operators shall be notified to the International Bureau as soon as possible.

CommentaryIn many Union member countries, governmental/regulatory and commercial/operational functions have been separated. In its resolution C 29/�994, the Seoul Congress decided that member countries that had separated governmental and regulatory activities from commercial and operational activities should notify the International Bureau, within six months of signing of the Acts of the Union, of the name and address of the governmental body responsible for overseeing postal affairs. The resolution also required member countries to provide information regarding the entity or entities (operators) responsible for fulfilling obliga-tions arising from adherence to the Convention. The 2004 Bucharest Congress created this Convention art, which also provides for the possibility of designating more than one operator with responsibility for the obligations arising out of the Acts of the Union within a single member country.

Letter Post – Conv Art 2

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Article 3Universal postal service

1 In order to support the concept of the single postal territory of the Union, member countries shall ensure that all users/customers enjoy the right to a universal postal service involving the permanent provision of quality basic postal services at all points in their territory, at affordable prices.

2 With this aim in view, member countries shall set forth, within the framework of their national postal legislation or by other customary means, the scope of the postal services offered and the requirement for quality and affordable prices, taking into account both the needs of the population and their national conditions.

3 Member countries shall ensure that the offers of postal services and quality standards will be achieved by the operators responsible for providing the universal postal service.

4 Member countries shall ensure that the universal postal service is provided on a viable basis, thus guaranteeing its sustainability.

Commentary3 The UPU’s mission as it emerges from the Constitution is “to develop social, cultural and commercial communications between all peoples throughout the single postal territory by the efficient operation of the postal services described in the Acts.”From the preable to its Constitution, the UPU thus takes the form of the guarantor of the right of peoples to communication and information.However, several recent developments could be liable to reduce this right of the peoples unless there is an appropriate reaction from Union member countries.By promoting the development of competition, the general movement towards liberalization and globali-zation of services has introduced the logic of the market into the postal sector which, accordingly, has reorganized itself on more commercial lines. To remain competitive in this new environment, a growing number of DOs are being converted into commercial companies subject to the demands of profitability and profit.Although the postal services are commercial services, in most countries they play a social and cultural role. As such, they represent a material form of the right to communication. Furthermore, as it is necessary to maintain a postal network sufficiently dense to serve the whole population of the territory, the postal services provide a permanent link between the members of a particular national community. The local post office is often the only access to communication in isolated areas, abandoned by other commercial activi-ties or not yet reached by 2�st century communication technologies, particularly because of their cost.It is up to member countries to ensure that the modernization of DOs and the reform process started in most countries in application of the SPS contribute to the discharge of the obligations arising from their commitment to provide a universal postal service. This commitment includes, in particular, the obliga-tion to ensure the provision and accessibility of postal services, at affordable prices, in areas which strict commercial logic would not consider as offering sufficient value-added potential (for instance, in areas which are difficult to get to).


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Article 4Freedom of transit

1 The principle of the freedom of transit is set forth in article 1 of the Constitution. It shall carry with it the obligation for each member country to ensure that its designated operators forward, always by the quickest routes and the most secure means which they use for their own items, closed mails and à découvert letter-post items which are passed to them by another desig-nated operator. This principle shall also apply to missent items and misrouted mails.

2 Member countries which do not participate in the exchange of letters containing infectious substances or radioactive substances shall have the option of not admitting these items in transit à découvert through their terri-tory. The same shall apply to letter-post items other than letters, postcards and literature for the blind. It shall also apply to printed papers, periodicals, magazines, small packets and M bags the content of which does not satisfy the legal requirements governing the conditions of their publication or circu-lation in the country crossed.

3 Freedom of transit for postal parcels to be forwarded by land and sea routes shall be limited to the territory of the countries taking part in this service.

4 Freedom of transit for air parcels shall be guaranteed throughout the territory of the Union. However, member countries which do not operate the postal parcels service shall not be required to forward air parcels by surface.

5 If a member country fails to observe the provisions regarding freedom of transit, other member countries may discontinue their postal service with that member country.

Commentary4.1 The principle of freedom of transit does not mean that countries are obliged to open their frontiers to transport organized by another country of the UPU. It does not derogate from the right to a national postal monopoly, but it implies that intermediate DOs are also obliged to have conveyed by their services, allocated to ordinary postal conveyance, correspondence which is passed on to them by another DO of the UPU.

The �964 Vienna Congress adopted the following resolution C 2�:“Congress, considering that freedom of transit is one of the essential and fundamental principles of the Universal Postal Union, appeals to the good faith and solidarity of all the member countries of the Union to ensure, in all circumstances, strict respect for the application of this principle, without which the Universal Postal Union cannot completely fulfil its mission and thus contribute as much as could be wished to the strengthening of the bonds of international friendship.”

In connection with so-called “hijacking” activities, the �974 Lausanne Congress reaffirmed the principles of freedom of transit by the adoption of resolution C 60 as follows:“Congress, having noted that so-called ‘hijacking’ activities perpetrated throughout the world may directly or indirectly affect the principles of freedom of transit and the inviolability of postal items, wishing to affirm these principles and to retain complete effectiveness in the face of new facts or acts which may infringe


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them, declares that mails, regardless of what they may be or to which category they may belong, affected by so-called ‘hijacking’ activities are inviolable, and that the subsequent forwarding of the said mails must be assured on a priority basis by the country where the aircraft landed or was freed, even if this aircraft is the subject of disputes of a non-postal nature.”

The principle of freedom of transit implies the inviolability of correspondence in the country of transit.

4.3 Countries have the right to inspect parcels in transit; here internal regulations are applicable. DOs must inform each other through the IB of service prohibitions or restrictions governing the import and transit of parcels.

Article RL �0�Application of freedom of transit

� Member countries not providing the insured items service or not accepting liability for insured letters carried by their sea or air services shall nonetheless be bound to forward, by the quickest route and the most secure means, closed mails passed to them by other member countries.

Article RL �02Failure to give freedom of transit

� Discontinuation of the postal service with a member country that fails to observe freedom of transit shall be notified in advance to the member countries and designated operators concerned by e-mail or any other means of telecom-munication. The International Bureau shall be informed of the fact.

Article RL �0�Monetary unit

� The monetary unit laid down in article 7 of the Constitution and used in the Convention and the other Acts of the Union shall be the Special Drawing Right (SDR).

2 The designated operators of Union member countries may choose, by mutual agreement, a monetary unit other than the SDR or one of their national currencies for preparing and settling accounts.

Commentary103.1 The value of the SDR is determined each day by the International Monetary Fund (IMF) on the basis of a basket of currencies, a coefficient being assigned to each of them for the purpose of this calcu-lation.The IMF is a United Nations specialized agency with its headquarters in Washington (United States of America).

Letter Post – Conv Art 4; RL �0�, �02 and �0�

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Article 5Ownership of postal items. Withdrawal from the post. Alteration or correction of address. Redirection. Return to sender of undeliverable items

1 A postal item shall remain the property of the sender until it is delivered to the rightful owner, except when the item has been seized in pursuance of the legislation of the country of origin or destination and, in case of application of article 15.2.1.1 or 15.3, in accordance with the legislation of the country of transit.

2 The sender of a postal item may have it withdrawn from the post or have its address altered or corrected. The charges and other conditions are laid down in the Regulations.

3 Member countries shall ensure that their designated operators redirect postal items if an addressee has changed his address, and return undeliver-able items to the sender. The charges and other conditions are laid down in the Regulations.

Prot Article IOwnership of postal items. Withdrawal from the post. Alteration or correction of address

� The provisions in article 5.� and 2 shall not apply to Antigua and Barbuda, Bahrain, Barbados, Belize, Botswana, Brunei Darussalam, Canada, Hong Kong, China, Dominica, Egypt, Fiji, Gambia, United Kingdom of Great Britain and Northern Ireland, Overseas Dependent Territories of the United Kingdom, Grenada, Guyana, Ireland, Jamaica, Kenya, Kiribati, Kuwait, Lesotho, Malawi, Malaysia, Mauritius, Nauru, New Zealand, Nigeria, Papua New Guinea, Saint Christopher and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Samoa, Seychelles, Sierra Leone, Singapore, Solomon Islands, Swaziland, Tanzania (United Rep.), Trinidad and Tobago, Tuvalu, Uganda, Vanuatu and Zambia.

2 Nor shall article 5.� and 2 apply to Austria, Denmark and Iran (Islamic Rep.), whose internal legislation does not allow withdrawal from the Post or alteration of the address of correspondence, at the request of the sender, from the time when the addressee has been informed of the arrival of an item addressed to him.

� Article 5.� shall not apply to Australia, Ghana and Zimbabwe.

4 Article 5.2 shall not apply to Bahamas, Belgium, the Dem. People’s Rep. of Korea, Iraq and Myanmar, whose legislation does not permit withdrawal from the post or alteration of address of letter-post items at the sender’s request.

5 Article 5.2 shall not apply to the United States of America.

Letter Post – Conv Art 5; Prot Art I

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6 Article 5.2 shall apply to Australia only in so far as that article is consistent with its domestic legislation.

7 Notwithstanding article 5.2, Dem. Rep. of the Congo, El Salvador, Panama (Rep.), Philippines and Venezuela shall be authorized not to return postal parcels after the addressee has requested their clearance by Customs, since this is incom-patible with those countries’ customs legislation.

CommentaryI.1 This information is published in the Letter Post Compendium.

Letter Post – Conv Art 5; Prot Art I

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Article 26Posting abroad of letter-post items

1 A designated operator shall not be bound to forward or deliver to the addressee letter-post items which senders residing in the territory of its member country post or cause to be posted in a foreign country with the object of profiting by the more favourable rate conditions there.

2 The provisions set out under 1 shall be applied without distinction both to letter-post items made up in the sender’s country of residence and then carried across the frontier and to letter-post items made up in a foreign country.

3 The designated operator of destination may claim from the sender and, failing this, from the designated operator of posting, payment of the internal rates. If neither the sender nor the designated operator of posting agrees to pay these rates within a time limit set by the designated operator of desti-nation, the latter may either return the items to the designated operator of posting and shall be entitled to claim reimbursement of the redirection costs, or handle them in accordance with its national legislation.

4 A designated operator shall not be bound to forward or deliver to the addressees letter-post items which senders post or cause to be posted in large quantities in a country other than the country where they reside if the amount of terminal dues to be received is lower than the sum that would have been received if the mail had been posted in the country where the senders reside. The designated operator of destination may claim from the designated operator of posting payment commensurate with the costs incurred and which may not exceed the higher of the following two amounts: either 80% of the domestic tariff for equivalent items, or the rates applicable pursuant to articles 28.3 to 28.7 or 29.7, as appropriate. If the designated operator of posting does not agree to pay the amount claimed within a time limit set by the designated operator of destination, the designated operator of destination may either return the items to the designated operator of posting and shall be entitled to claim reimbursement of the redirection costs, or handle them in accordance with its national legislation.

Prot Article XIIIPosting abroad of letter-post items

� Australia, Austria, United Kingdom of Great Britain and Northern Ireland, Greece, New Zealand and United States of America reserve the right to impose a charge, equivalent to the cost of the work it incurs, on any designated operator which, under the provisions of article 26.4, sends to it items for disposal which were not originally dispatched as postal items by their services.

Letter Post – Conv Art 26; Prot Art XIII

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2 Notwithstanding article 26.4, Canada reserves the right to collect from the designated operator of origin such amount as will ensure recovery of not less than the costs incurred by it in the handling of such items.

� Article 26.4 allows the designated operator of destination to claim, from the designated operator of posting, appropriate remuneration for delivering letter-post items posted abroad in large quantities. Australia and the United Kingdom of Great Britain and Northern Ireland reserve the right to limit any such payment to the appropriate domestic tariff for equivalent items in the country of destination.

4 Article 26.4 allows the designated operator of destination to claim, from the designated operator of posting, appropriate remuneration for delivering letter-post items posted abroad in large quantities. The following member countries reserve the right to limit any such payment to the limits authorized in the Regulations for bulk mail: Bahamas, Barbados, Brunei Darussalam, China (People’s Rep.), United Kingdom of Great Britain and Northern Ireland, Overseas Dependent Territories of the United Kingdom, Grenada, Guyana, India, Malaysia, Nepal, Netherlands, Netherlands Antilles and Aruba, New Zealand, Saint Lucia, Saint Vincent and the Grenadines, Singapore, Sri Lanka, Suriname, Thailand and United States of America.

5 Notwithstanding the reservations under 4, the following member countries reserve the right to apply in full the provisions of article 26 of the Convention to mail received from Union member countries: Argentina, Austria, Benin, Brazil, Burkina Faso, Cameroon, Côte d’Ivoire (Rep.), Cyprus, Denmark, Egypt, France, Germany, Greece, Guinea, Israel, Italy, Japan, Jordan, Lebanon, Luxembourg, Mali, Mauritania, Monaco, Morocco, Norway, Portugal, Saudi Arabia, Senegal, Syrian Arab Rep. and Togo.

6 In application of article 26.4 Germany reserves the right to request the mailing country to grant compensation of the amount it would receive from the country of which the sender is resident.

7 Notwithstanding the reservations made under article XIII, China (People’s Rep.) reserves the right to limit any payment for delivering letter-post items posted abroad in large quantities to the limits authorized in the UPU Convention and Letter Post Regulations for bulk mail.

Letter Post – Conv Art 26; Prot Art XIII

B.�

Letter Post – Conv Art 9; Prot Art RL �04

Section B

Security and violations

Article 9Postal security

1 Member countries and their designated operators shall adopt and implement a proactive security strategy at all levels of postal operations to maintain and enhance the confidence of the general public in the postal serv-ices, in the interests of all officials involved. This strategy shall include the exchange of information on maintaining the safe and secure transport and transit of mails between member countries and their designated operators.

Commentary9 Postal security activities are an essential part of postal operations, as they provide postal services with an important tool for improving and maintaining the quality of services offered to customers.Postal authorities can therefore use this art as a basis for taking the necessary measures to adopt and implement a proactive security strategy.

Article RL �04Postal security

� The postal security strategy implemented by member countries and desig-nated operators shall aim to:�.� raise quality of service as a whole;�.2 increase employee awareness of the importance of security;�.3 create or reinforce security units;�.4 share operational, security and investigative information on a timely basis;

and�.5 propose to legislatures, wherever necessary, specific laws, regulations and

measures to improve the quality and security of worldwide postal serv-ices.

B.2

Letter Post – Conv Art ��

Article 11Violations

1 Postal items1.1 Member countries shall undertake to adopt the necessary meas-

ures to prevent, prosecute and punish any person found guilty of the following:

1.1.1 the insertion in postal items of narcotics and psychotropic substances, as well as explosive, flammable or other dangerous substances, where their insertion has not been expressly authorized by the Convention;

1.1.2 the insertion in postal items of objects of a paedophilic nature or of a pornographic nature using children.

2 Means of postal prepayment and postal payment itself2.1 Member countries shall undertake to adopt the necessary measures

to prevent, prosecute and punish any violations concerning the means of postal prepayment set out in this Convention, such as:

2.1.1 postage stamps, in circulation or withdrawn from circulation;2.1.2 prepayment impressions;2.1.3 impressions of franking machines or printing presses;2.1.4 international reply coupons.2.2 In this Convention, violations concerning means of postal prepay-

ment refer to any of the acts outlined below committed with the inten-tion of obtaining illegitimate gain for oneself or for a third party. The following acts shall be punished:

2.2.1 any act of falsifying, imitating or counterfeiting any means of postal prepayment, or any illegal or unlawful act linked to the unauthorized manufacturing of such items;

2.2.2 any act of using, circulating, marketing, distributing, disseminating, transporting, exhibiting, showing, or publicizing any means of postal prepayment which has been falsified, imitated or counterfeited;

2.2.3 any act of using or circulating, for postal purposes, any means of postal prepayment which has already been used;

2.2.4 any attempt to commit any of these violations.

3 Reciprocity3.1 As regards sanctions, no distinction shall be made between the acts

outlined in 2, irrespective of whether national or foreign means of postal prepayment are involved; this provision shall not be subject to any legal or conventional condition of reciprocity.

C.�


Section C

Charges, surcharges, exemption from postal chargesand methods of denoting prepayment

Article 6Charges

1 The charges for the various international postal and special serv-ices shall be set by the member countries or their designated operators, depending on national legislation, in accordance with the principles set out in the Convention and its Regulations. They shall in principle be related to the costs of providing these services.

2 The member country of origin or its designated operator, depending on national legislation, shall fix the postage charges for the conveyance of letter- and parcel-post items. The postage charges shall cover delivery of the items to the place of address provided that this delivery service is operated in the country of destination for the items in question.

3 The charges collected, including those laid down for guideline purposes in the Acts, shall be at least equal to those collected on internal service items presenting the same characteristics (category, quantity, handling time, etc.).

4 Member countries or their designated operators, depending on national legislation, shall be authorized to exceed any guideline charges appearing in the Acts.

5 Above the minimum level of charges laid down in 3, member countries or their designated operators may allow reduced charges based on their national legislation for letter-post items and parcels posted in the territory of the member country. They may, for instance, give preferential rates to major users of the Post.

6 No postal charge of any kind may be collected from customers other than those provided for in the Acts.

7 Except where otherwise provided in the Acts, each designated operator shall retain the charges which it has collected.

Commentary6.5 This provision enables DOs to take commercial measures to tackle more effectively the problems posed by competition. It is, however, stipulated that the international rates may not be lower than the domestic rates for the same types of item. This is because, in addition to the costs of posting and delivery, international items also entail costs for processing at offices of exchange and for conveyance from the country of origin to the country of destination.

C.�

Letter Post – Conv Art 6; Prot Art II; RL �05

6.6 When a supplementary charge is payable in addition to their postage value, commemorative or charity postage stamps must be so designed as to leave no doubt about that value.

6.7 As regards the Conv, the exceptions are mentioned below:– RL �39 (commission and other possible postal charges for items to be delivered free of charge);– RL �4� (value of reply coupons exchanged against postage stamps for other DOs).

Prot Article IICharges

� Notwithstanding article 6, Australia, Canada and New Zealand shall be authorized to collect postal charges other than those provided for in the Regula-tions, when such charges are consistent with the legislation of their countries.

Article RL �05Postage charges

� Guideline postage charges are given in the table below:

Category Weight Guideline charges Guideline charges for items for for items for the least expensive the most expensive geographical zone geographical zone

� � 3 4

SDR SDR

�.� Charges in the system based on speed:

Priority up to �0 g 0.43 0.6�items above �0 g up to �00 g 0.96 �.53 above �00 g up to �50 g �.80 3.�4 above �50 g up to 500 g 3.54 6.�� above 500 g up to �000 g 5.99 �0.83 above �000 g up to �000 g 9.55 �9.33 per additional step of �000 g 5.66 (optional) 8.67 (optional)

Non-priority up to �0 g 0.37 0.43items above �0 g up to �00 g 0.67 0.99 above �00 g up to �50 g �.33 �.7� above �50 g up to 500 g �.60 3.43 above 500 g up to �000 g 4.33 5.68 above �000 g up to �000 g 6.99 �0.43 per additional step of �000 g 3.86 (optional) 5.4� (optional)

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�.� Charges in the system based on contents:

Letters up to �0 g 0.34 0.5� above �0 g up to �00 g 0.83 �.4� above �00 g up to �50 g �.97 3.�6 above �50 g up to 500 g 3.7� 5.97 above 500 g up to �000 g 6.6� ��.3� above �000 g up to �000 g ��.53 �0.�5 per additional step of �000 g 6.0� (optional) 7.75 (optional)

Postcards 0.�7 0.38

Printed papers up to �0 g 0.�3 0.36 above �0 g up to �00 g 0.60 �.05 above �00 g up to �50 g �.�9 �.5� above �50 g up to 500 g �.33 4.8� above 500 g up to �000 g 4.44 9.05 above �000 g up to �000 g 7.5� �4.58 per additional step of �000 g 3.44 5.�0

Small packets up to �00 g 0.70 �.�6 above �00 g up to �50 g �.40 �.5� above �50 g up to 500 g �.5� 4.73 above 500 g up to �000 g 4.�9 7.85 above �000 g up to �000 g 6.36 �3.�6 per additional step of �000 g 4.80 (optional) �0.40 (optional)

� The Postal Operations Council shall be authorized to revise and to amend the guideline charges given under � between two Congresses. The revised charges shall be based on the median value of the charges fixed by the members of the Union for international items from their countries.

3 The charge applicable to M bags shall be calculated by weight steps of � kilogramme up to the total weight of each bag. The designated operator of origin may allow a reduction for such bags of up to �0% of the charge payable for the category of item used. This reduction may be independent of the reduction provided for under article RL �07.7.

4 In the system based on contents, the combining in one item of articles on which different charges are payable shall be authorized on condition that the total weight does not exceed the maximum weight of the category whose weight limit is the highest. The charge applicable on such an item shall, at the option of the

Letter Post – Conv Art 6; RL �05

Category Weight Guideline charges Guideline charges for items for for items for the least expensive the most expensive geographical zone geographical zone

� � 3 4

SDR SDR

C.4

originating designated operator, be that of the category with the highest rate or the sum of the separate charges applicable to each article in the item. Such items shall bear the endorsement “Envois mixtes” (“Combination mailing”).

Commentary105.1 The current guideline charges were set by the �005 POC and based on the median charges applied by DOs in the autumn of �003.

105.3 The M-bag service may be provided also by DOs which have abolished printed papers as a sepa-rate category of letter-post item. In some countries, therefore, the rates for M bags may be based on those for priority items and non-priority items.

Article RL �06Special charges

� No delivery charge may be collected from the addressee in respect of small packets weighing less than 500 grammes. Where domestic small packet items weighing over 500 grammes are subject to a delivery charge, the same charge may be collected in respect of incoming international small packets.

� Designated operators shall be authorized to collect in the cases mentioned below the same charges as in the domestic service.�.� Charge on letter-post items posted after the latest time for posting,

collected from the sender.�.� Charge on items posted outside normal counter opening hours, collected

from the sender.�.3 Charge for collection at the sender’s address, collected from the sender.�.4 Charge, for delivery of a letter-post item outside normal counter opening

hours, collected from the addressee.�.5 Poste restante charge collected from the addressee.�.6 A storage charge for any letter-post item weighing more than 500 grammes

of which the addressee has not taken delivery within the prescribed period. This charge shall not apply to literature for the blind.

3 Designated operators prepared to cover risks of force majeure shall be authorized to collect a charge for cover against risks of force majeure the guideline amount of which shall be 0.�3 SDR for each registered item.

Commentary106.1 No delivery charge may be collected on small packets weighing exactly 500 g.

Article RL �07Conditions of application of postage charges

� Designated operators of member countries which by reason of their internal system are unable to adopt the metric-decimal system of weight may use suitable equivalents of their internal system.

Letter Post – Conv Art 6; RL �05, �06 and �07

C.5

� Member countries or designated operators may modify the weight-step structure shown in article RL �05.�.� For any category, the last weight step shall not exceed the maximum

weight shown in article RL ��.

3 Member countries or designated operators which have abolished postcards, printed papers or small packets as separate categories of item in their internal service may do the same in respect of mail for abroad.

4 The charges applicable to priority letter-post items shall include any addi-tional costs of fast transmission.

5 Designated operators that apply the system based on the contents of letter-post items shall be authorized:5.� to collect air surcharges for letter-post airmail items;5.� to collect for surface air-lifted “S.A.L.” items with reduced priority surcharges

lower than those which they collect for airmail items;5.3 to fix combined charges for the payment of airmail items and S.A.L. items,

taking into account the cost of the postal services rendered by them and the cost of air conveyance.

6 The surcharges shall be related to the air conveyance dues and shall be uniform for at least the whole of the territory of each country of destination what-ever the route used; in calculating the air surcharge for a letter-post airmail item, designated operators shall be authorized to take into account the weight of any forms used by the public which may be attached to the item.

7 The designated operator of origin may allow, for letter-post items containing:7.� newspapers and periodicals published in its country, a reduction of not

more than 50% in principle of the tariff applicable to the category of items used;

7.� books and pamphlets, music scores and maps, provided they contain no publicity matter or advertisement other than that appearing on the cover or the fly leaves, the same reduction as that provided for under 7.�.

8 Designated operators have the right to restrict the reduction provided for in 7 to newspapers and periodicals which fulfil the conditions required by internal regulations for transmission at the tariff for newspapers. This reduction shall not extend to commercial printed papers such as catalogues, prospectuses, price lists, etc., no matter how regularly they are issued. The same shall apply to advertise-ments printed on sheets annexed to newspapers and periodicals. The reduction shall still be possible, however, in the case of detached advertising inserts to be considered as integral parts of the newspaper or periodical.


C.6

9 The designated operator of origin may apply to non-standardized items charges different from those applicable to standardized items defined in article RL ��8.

�0 The reduction in charges pursuant to 7 shall also apply to items conveyed by air, but no reduction shall be granted on the portion of the charge intended to cover the costs of such conveyance.

Commentary107.3 DOs may abolish printed papers and small packets, as well as postcards, as separate categories of letter-post items. They may also partly abolish these categories (e.g. they may abolish printed papers in general but keep the category for newspapers and periodicals or for books). The option of abolishing certain letter-post categories may be used by DOs that classify items according to systems other than the traditional one, but it may be used even within the framework of the traditional system. In this case the letter charges are always applicable, except in cases where the conditions for lower charges are satisfied. DOs which have abolished postcards, but not printed papers, as a separate category of letter-post item must therefore apply the printed-paper rate to such cards for abroad if they satisfy the conditions laid down for printed papers.

107.4 DOs using the classification system based on the speed of treatment of items may collect higher charges for priority than for non-priority items.

107.5.2 This option ratifies a practice quite common among DOs providing S.A.L. services. For the deci-sions taken by DOs in this respect, see List CN 68, part III, D.

107.5.3 When the weight steps adopted for fixing combined charges are lower than those laid down in art RL �05, the guideline charges may be reduced in the same proportion.

107.6 The phrase “for at least the whole of the territory of each country of destination” allows DOs to form groups of countries of destination for a uniform air surcharge and for combined charges.

107.7 The reduction may be allowed also for newspapers and periodicals sent, not as printed papers but as other categories of item, in particular, priority and non-priority items.

107.8 Advertising inserts (encartées) are regarded as coming under “sheets annexed to newspapers and periodicals”.

Prot Article RL IVConditions of application of postage charges

� Notwithstanding the provisions of article RL �07.�, Ireland reserves the right to adopt �5 grammes as a first weight step in its scale of letter-post charges.

Article RL �08Calculation of surcharges for airmail items

� Designated operators shall be authorized to use, for the calculation of surcharges for airmail items, smaller weight steps than those laid down in article RL �05.�.

Letter Post – Conv Art 6; RL �07; Prot Art RL IV; RL �08

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Article RL �09Equivalents

� Designated operators shall fix the equivalents of the postal charges prescribed in the Convention and the other Acts of the Union and the selling price of international reply coupons. They shall notify them to the International Bureau for them to be announced to designated operators. To this end each designated operator shall be required to notify the International Bureau of the average value of the SDR in the currency of its country.

� The average value of the SDR which will be operative from � January each year, for the purposes only of the fixing of charges, will be determined, to four places of decimals, on the basis of the data published by the IMF over a period of at least �� months ended on the preceding 30 September.

3 For a currency for which daily exchange rates with the SDR are not published by the IMF, the calculation shall be made through the medium of a quoted currency.

4 Union member countries whose currency exchange rates in relation to the SDR are not calculated by the IMF or which are not members of that specialized agency shall be requested to declare unilaterally an equivalence between their currencies and the SDR.

5 Designated operators shall communicate equivalents or changes of equiva-lents of postal charges to the International Bureau as soon as possible, giving the date of their entry into force.

6 The International Bureau shall publish a compendium showing, for each member country, the equivalents of the charges, the average value of the SDR and the selling price of the international reply coupons mentioned under �.

7 Each designated operator shall notify the International Bureau direct of the equivalent it has adopted for the indemnities prescribed in the event of loss of a registered item or registered M bag.

Commentary109.6 This reference is to the List of Equivalents, updating of which was suspended by decision CE 9/�993.

109.7 This equivalent is published by the IB in the LP Compendium.


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Article 7Exemption from postal charges

1 Principle1.1 Cases of exemption from postal charges, as meaning exemption from

postal prepayment, shall be expressly laid down by the Convention. Nonetheless, the Regulations may provide for both exemption from postal prepayment and exemption from payment of transit charges, terminal dues and inward rates for letter-post items and postal parcels relating to the postal service sent by member countries, designated operators and Restricted Unions. Furthermore, letter-post items and postal parcels sent by the UPU International Bureau to Restricted Unions, member countries and designated operators shall be consid-ered to be items relating to the postal service and shall be exempted from all postal charges. However, the member country of origin or its designated operator shall have the option of collecting air surcharges on the latter items.

2 Prisoners of war and civilian internees2.1 Letter-post items, postal parcels and postal financial services items

addressed to or sent by prisoners of war, either direct or through the offices mentioned in the Regulations of the Convention and of the Postal Payment Services Agreement, shall be exempt from all postal charges, with the exception of air surcharges. Belligerents appre-hended and interned in a neutral country shall be classed with pris-oners of war proper so far as the application of the foregoing provi-sions is concerned.

2.2 The provisions set out under 2.1 shall also apply to letter-post items, postal parcels and postal financial services items originating in other countries and addressed to or sent by civilian internees as defined by the Geneva Convention of 12 August 1949 relative to the protection of civilian persons in time of war, either direct or through the offices mentioned in the Regulations of the Convention and of the Postal Payment Services Agreement.

2.3 The offices mentioned in the Regulations of the Convention and of the Postal Payment Services Agreement shall also enjoy exemption from postal charges in respect of letter-post items, postal parcels and postal financial services items which concern the persons referred to under 2.1 and 2.2, which they send or receive, either direct or as inter-mediaries.

2.4 Parcels shall be admitted free of postage up to a weight of 5 kilo-grammes. The weight limit shall be increased to 10 kilogrammes in the case of parcels the contents of which cannot be split up and of parcels addressed to a camp or the prisoners’ representatives there (“hommes de confiance”) for distribution to the prisoners.


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2.5 In the accounting between designated operators, rates shall not be allocated for service parcels and for prisoner-of-war and civilian internee parcels, apart from the air conveyance dues applicable to air parcels.

3 Literature for the blind3.1 Literature for the blind shall be exempt from all postal charges, with

the exception of air surcharges.

Prot Article IIIException to the exemption of literature for the blind from postal charges

� Notwithstanding article 7, Indonesia, Saint Vincent and the Grenadines and Turkey, which do not concede exemption from postal charges to literature for the blind in their internal service, may collect the postage and charges for special services which may not, however, exceed those in their internal service.

� Notwithstanding article 7, Australia, Austria, Canada, Germany, United Kingdom of Great Britain and Northern Ireland, Japan, Switzerland and United States of America may collect the charges for special services which are applied to literature for the blind in their internal service.

Article RL ��0Exemption from postal charges on postal service items

� Letter-post items relating to the postal service sent by designated opera-tors or their offices, whether by air, surface or surface airlifted (S.A.L.) mail, shall be exempt from all postal charges.

� Letter-post items relating to the postal service shall be exempt from all postal charges, with the exception of air surcharges, if they are:�.� exchanged between bodies of the Universal Postal Union and bodies of

the Restricted Unions;�.� exchanged between bodies of those Unions;�.3 sent by such bodies to member countries and/or designated operators or

their offices.

Commentary110.2 The IB and the Restricted Unions are not exempt from payment of surcharges on priority items or airmail items because it would not be right to ask the DO of their host country to bear the air conveyance costs alone. In addition, it would not be wise to ask airlines to carry priority items and airmail items relating to the postal service free of charge, as these companies might, in turn, ask for exemption from postal charges for certain items. Items sent by the IB and the Restricted Unions are exempted from terminal dues; see article RL �03.4.�.

Letter Post – Conv Art 7; Prot Art III; RL ��0

C.�0

Article RL ��Application of exemption from postal charges to bodies concerned with prisoners of war and civilian internees

� The following shall enjoy exemption from postal charges within the meaning of article 7.� of the Convention:�.� the Information Bureaux provided for in article �� of the Geneva Conven-

tion of �� August �949 relative to the treatment of prisoners of war;�.� the Central Prisoner-of-War Information Agency provided for in article ��3

of the same Convention;�.3 the Information Bureaux provided for in article �36 of the Geneva Conven-

tion of �� August �949 relative to the protection of civilian persons in time of war;

�.4 the Central Information Agency provided for in article �40 of the latter Convention.

Article RL ��Marking of items sent free of postal charges

� Items exempt from postal charges shall bear, on the address side in the top right-hand corner, the following indications, which may be followed by a transla-tion:�.� “Service des postes” (Postal service) or a similar indication for the items

mentioned in article 7.� of the Convention and article RL ��0;�.� “Service des prisonniers de guerre” (Prisoners-of-war service) or “Service

des internés civils” (Civilian internees service) for the items mentioned in article 7.� of the Convention and article RL �� and the forms relating to them;

�.3 “Cécogrammes” (Literature for the blind) for the items mentioned in article 7.3 of the Convention.

Letter Post – Conv Art 7; RL �� and ��

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Article 8Postage stamps

1 The term “postage stamp” shall be protected under the present Convention and shall be reserved exclusively for stamps which comply with the conditions of this article and of the Regulations.

2 Postage stamps:2.1 shall be issued and put into circulation solely under the authority of

the member country or territory, in conformity with the Acts of the Union;

2.2 are a manifestation of sovereignty and constitute proof of prepayment of the postage corresponding to their intrinsic value when affixed to postal items, in conformity with the Acts of the Union;

2.3 must be in circulation, for postal prepayment or for philatelic purposes, in the member country or territory of issue, according to its national legislation;

2.4 must be accessible to all citizens within the member country or terri-tory of issue.

3 Postage stamps comprise:3.1 the name of the member country or territory of issue, in roman

letters1;3.2 the face value, expressed:3.2.1 in principle, in the official currency of the country or territory of issue,

or as a letter or symbol;3.2.2 through other identifying characteristics.

4 Emblems of state, official control marks and logos of intergovernmental organizations featuring on postage stamps shall be protected within the meaning of the Paris Convention for the Protection of Industrial Property.

5 The subjects and designs of postage stamps shall:5.1 be in keeping with the spirit of the Preamble to the UPU Constitution

and with decisions taken by the Union’s bodies;5.2 be closely linked to the cultural identity of the member country or

territory, or contribute to the dissemination of culture or to main-taining peace;

5.3 have, when commemorating leading figures or events not native to the member country or territory, a close bearing on the country or territory in question;

5.4 be devoid of political character or of any topic of an offensive nature in respect of a person or a country;

5.5 be of major significance to the member country or territory.

� An exception shall be granted to Great Britain, the country which invented the postage stamp.


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6 Postal prepayment impressions, franking machine impressions and impressions made by a printing press or another printing or stamping process in accordance with the UPU Acts may be used only with the authorization of the member country or territory.

Commentary8 The �4th UPU Congress (Geneva, �008) decided to include the following optional points concerning postage stamp illustrations in the form of a commentary in the Letter Post Regulations:Postage stamps may contain:– the official emblem of the member country or territory of issue;– the word “Postes” (Postage) in roman or other letters;– an expiry date;– the year of issue;– in the case of a personalized stamp, an image or portrait of a living person;– in the case of a personalized stamp, the logo or emblem of a private company;– any mark allowing digital reading of the stamp for commercial or postal routeing purposes;– the name of the artist;– the name of the printer.As the subject of intellectual property rights, postage stamps may also contain:– copyright, by including the copyright sign ©, indicating ownership of the copyright and mentioning

the year of issue;– a mark registered in the territory of the issuing member country or territory, by including the registered

trademark symbol ® after the mark.The sale of or trade in postage stamps is a purely internal matter. Each State shall make provision for it in the light of its own position in this matter (decision C �6/Paris �947).

8.2 This provision sanctions the principle that DOs only are competent to issue stamps denoting payment of postage. DOs mean both those of UPU member countries and territories and those of countries which are not members, as well as the United Nations Postal Administration.

8.3 DOs are totally free to choose the colour of their postage stamps.The text of this para allows the production of postage stamps without indication of postage value.

8.5 With regard to the subjects of postage stamps:– the �979 Rio de Janeiro Congress adopted recommendation C 85 recommending that “any postal

administration wishing to reproduce in one of its issues a postage stamp already issued by another administration should obtain the consent of the latter beforehand”;

– the �984 Hamburg Congress adopted recommendation C �7 recommending that “postal administra-tions, in choosing themes for their issues of postage stamps, should:

– make every attempt to avoid topics or designs of an offensive nature in respect of a person or a country;

– choose themes calculated to contribute to the dissemination of culture, the strengthening of bonds of friendship among peoples and the establishment and maintenance of peace in the world”;

– the �989 Washington Congress, by recommendation C 80, recommended that DOs observe the procedures described in the philatelic code of ethics for the use of member countries, annexed to that recommendation, when issuing and providing postage stamps and postal items for philatelic purposes. The philatelic code of ethics has been revised by each Congress, most recently by the �4th Congress (Geneva) (recommendation C �6/�008).


C.�3

Article RL ��3Postage stamps. Notification of issues and exchange between designated opera-tors

� Each new issue of postage stamps shall be notified by the designated operator concerned to all other designated operators, with the necessary informa-tion, through the intermediary of the International Bureau.

� Designated operators shall exchange, through the intermediary of the Inter-national Bureau, one set of each of their new issues of postage stamps and shall send �5 sets to the International Bureau. This represents a total of �35 stamps to be dispatched for each new issue.

Commentary113.1 Notification of postage stamp issues and exchange is made in the “Postage stamps – Information and distribution” bulletin published by the IB.

Article RL ��4Prepayment. Methods of denoting prepayment

� Principle�.� As a general rule, items shall be fully prepaid by the sender.

� Methods of denoting prepayment�.� Prepayment shall be denoted by means of any one of the following

methods:�.�.� postage stamps printed on or affixed to the items and valid in the member

country of origin;�.�.� postal prepayment impressions valid in the member country of origin and

dispensed by automatic vending machines installed by designated opera-tors of origin;

�.�.3 impressions of officially approved franking machines valid in the country of origin, operating under the direct supervision of the designated operator of origin;

�.�.4 impressions made by a printing press or other printing or stamping process when such a system is authorized by the regulations of the designated operator of origin.

�.� Items may also be provided with an indication that full postage has been prepaid, for example, “Taxe perçue” (“Postage paid”). This indication shall appear in the top right-hand part of the address side and be authenticated by a date-stamp impression of the office of origin. In the case of unpaid or underpaid items, the impression of the office which prepaid the item or made up the postage on it shall be applied opposite this indication.

Letter Post – Conv Art 8; RL ��3 and ��4

C.�4

Article RL ��5Characteristics of postage stamps and postal prepayment or franking impres-sions

� Postage stamps and postal prepayment impressions�.� Postage stamps and postal prepayment impressions may be of any shape

provided that, in principle, their vertical or horizontal dimensions are not less than �5 mm nor more than 50 mm.

�.� They may be distinctively marked with punched perforations or embossed impressions produced by means of an embossing stamp, subject to the conditions laid down by the designated operator which has issued them, provided that those processes do not interfere with the clarity of the partic-ulars prescribed in article 8 of the Convention.

�.3 Commemorative or charity postage stamps may bear an indication of the year of issue in arabic numerals. Similarly, they may bear an inscription in any language to indicate the occasion for which they are issued. When a supplementary charge is payable in addition to their postage value, they shall be so designed as to leave no doubt about that value.

� Franking machine impressions�.� Designated operators may use themselves or authorize the use of postal

franking machines reproducing on items the name of the member country of origin and the postage value, as well as the name of the place of origin and the date of posting. However, the last two items of information shall not be compulsory. For franking machines used by designated opera-tors themselves, the postage value may be replaced by an indication that postage has been prepaid, for example in the form: “Taxe perçue” (Charge collected).

�.� Impressions produced by postal franking machines shall, in principle, be bright red. However, designated operators may permit that the impres-sions produced by franking machines may be made in a colour other than bright red. The impressions of any publicity slogans used with the franking machines may also be produced in a colour other than red.

�.3 The names of the member country and place of origin shall be given in roman letters, which may be supplemented by the same information in other letters. The postage value shall be shown in arabic figures.

3 Franking impressions3.� Franking impressions obtained from a printing press or by another printing

or stamping process shall bear the name of the member country of origin and, if appropriate, of the office of posting in roman letters, which may be supplemented by the same information in other letters. They shall also bear an indication that postage has been prepaid, for example in the form “Taxe perçue” (Charge collected). In every case, the phrase adopted shall be shown in bold letters in a space the area of which shall not be less than 300 mm�. The date-stamp, if used, shall not appear in this space.

Letter Post – Conv Art 8; RL ��5

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3.� Franking impressions obtained from an electronic printing process may be applied above the address field, separated from it by a vertical distance of between �.5 and 5 mm, regardless of the location of the address. Such franking impressions may be applied directly on the envelope or inside the envelope window. In the latter case, the printing and positioning of the item inside the envelope shall be constrained such that no part of the franking impression is closer than 5 mm to the edge of the window. The provisions of paragraph 3.� shall apply to this type of impression. Where the franking impression incorporates or is supported by data encoded in a two-dimensional symbol, this shall comply with UPU standard S�8.

Commentary115.1.1 The words “in principle” were inserted in order not to impose constraints on DOs with regard to the dimensions of postage stamps. The dimensions indicated, however, are intended as guidelines.

115.2.2 Bright red is also recommended for postal franking impressions or stamps used by post offices for indicating that postage has been fully paid, e.g. “Taxe perçue”.

115.3.2 Examples of franking impressions obtained from an electronic printing process:

Example � – Without S�8-compliant �d symbol

UPU International BureauWeltpoststrasse 43000 BERNE 15SWITZERLAND

A-PRIORITY50000019CH – 1234MustertalP.P.

Address block

At least 2.5 mm clear space;not more than 5 mm

Envelope window edge

Franking impression and adress block left-aligned to within ± 2 mm

Area at least 300 m2

Address zone limit – no part of theaddress or franking impression may be less than 5 mm from the window edge


C.�6

Example � – With S�8-compliant �d symbol printed to the left of the address

Example 3 – With S�8-compliant �d symbol printed above the address

N.B.: S�8 allows �d symbols to be printed in other positions (e.g. to the right of the address), but this is not recommended.

Article RL ��6Suspected fraudulent use of postage stamps or postal prepayment or franking impressions

� Subject to national criminal or criminal action provisions, the following proce-dure shall be observed in case of suspicion of an intentional violation concerning means of postal prepayment.�.� When, in outgoing mail, an intentional violation concerning means of

postal prepayment is suspected and the sender is not known, the stamp or impression shall not be tampered with in any way. The item, accom-panied by an advice, shall be sent to the delivery office in an officially


A-PRIORITY50000019CH – 1234MustertalP.P.

Address block


Franking impression and 2d symbol left-aligned to within ± 2 mm

Area at least 300 mm2

Clear space not less than 2 mm nor more than 5 mm

A-PRIORITY50000019

CH – 1234MustertalP.P.

Address block


Left-aligned ± 2 mm

Area at least 300 mm2



C.�7

registered envelope. A copy of the advice shall be forwarded, for informa-tion, to the designated operators of the member countries of origin and of destination. Any designated operator may ask, through notification of the International Bureau, for these advices concerning its service to be sent to its central administration or to a specially appointed office.

�.� The addressee shall be invited to see the evidence. The item shall be delivered to him only if he pays the charge due, discloses the name and address of the sender and places at the disposal of the postal service, after acquainting himself with the contents, the subject of the suspected viola-tion. This may be the entire item, if it is inseparable from the corpus delicti, or the part of the item (envelope, wrapper, portion of letter, etc.) which contains the address and the impression or stamp reported as suspect. The result of the interview shall be set down in an official report signed by the postal official and by the addressee. If the addressee refuses, this shall be recorded on the document.

� The official report shall be sent with the supporting papers, officially regis-tered, to the designated operator of the member country of origin, which shall take action according to its legislation.

3 Designated operators whose legislation does not permit the procedure provided for in �.� and �.� shall inform the International Bureau to that effect so that the other designated operators may be notified.

Commentary116.3 This information is published in the Letter Post Compendium.

Article RL ��7Application of the date-stamp

� The imprint of a date-stamp showing, in roman letters, the name of the office responsible for cancelling and the date of that operation shall be applied to the address side of items. Equivalent particulars in the characters of the country of origin may be added.

� The application of the date-stamp shall not be compulsory:�.� for items franked by means of impressions of postal franking machines if

the name of the place of origin and the date of posting appear on these impressions;

�.� for items franked by means of impressions obtained by a printing press or by any other printing or stamping process;

�.3 for unregistered reduced-rate items, provided that the place of origin is shown on these items;

�.4 for letter-post items relating to the postal service as listed in article 7.� of the Convention and article RL ��0.

3 All postage stamps valid for prepayment shall be cancelled.


C.�8

4 Unless designated operators have prescribed cancellation by means of a special stamp impression, postage stamps left uncancelled through error or omission in the service of origin shall be cancelled by the office which detects the irregularity, using one of the following means:4.� with a thick line in ink or indelible pencil;4.� using the edge of the date-stamp in such a way that the name of the post

office is not identifiable.

5 Missent items, except for unregistered reduced rate items, shall be impressed with the date-stamp of the office which they have reached in error. This shall apply to both stationary offices, and, as far as possible, travelling post offices. The impression shall be made on the back of priority items in envelopes and letters and on the front of postcards.

Commentary117.1 The �964 Vienna Congress expressed the formal opinion that the date-stamp imprint should show the date of posting in arabic numerals (formal opinion C 7).

Article RL ��8Unpaid or underpaid items

� The designated operator of origin may return unpaid or underpaid items to the sender for the latter to make up the postage himself. The senders of unpaid or underpaid items shall be identified by any methods provided for in the member country of origin’s internal regulations, including those applicable to undeliverable items.

� The designated operator of origin may also itself undertake to prepay unpaid letter-post items or make up the postage on underpaid items and collect the missing amount from the sender. In this case, it shall be authorized to also collect a guideline handling charge of 0.33 SDR.

3 If the designated operator of origin does not apply any of the options provided for in � and � or if the postage cannot be made up by the sender, unpaid or underpaid priority items, letters and postcards shall still be forwarded to the country of destination. Other unpaid or underpaid items may also be forwarded.

4 Notwithstanding the provisions of paragraph 3, the designated operator of origin shall not be obliged to forward to the countries of destination the following categories of items when they have been posted in posting boxes or other instal-lations of the designated operator:4.� unpaid or underpaid items on which the sender is not indicated or whose

sender cannot be identified;4.� unpaid postcards bearing labels or marks purporting to certify that postage

has been paid.


C.�9

5 Notwithstanding the provisions of paragraph 9, the designated operator of origin shall not be obliged to forward to the countries of destination unpaid postcards bearing labels or marks purporting to certify that postage has been paid when such postcards have been posted in posting boxes or other installations of the designated operator.

6 The designated operator of origin shall lay down the criteria for forwarding unpaid or underpaid items to the country of destination. Nevertheless, designated operators shall, as a general rule, dispatch by the quickest method (air or surface) items marked by the sender to be sent as priority items or airmail items.

7 A designated operator of origin which wants missing postage to be collected from the addressee shall follow the procedure described in 8 and �0. Unpaid or underpaid items submitted to this procedure shall be liable to a special charge, payable by the addressee or, in the case of returned items, by the sender, calcula-tion of which is defined in ��.

8 Before being forwarded to the country of destination, unpaid or underpaid items shall be marked with the T stamp (postage due) in the middle of the upper part of the front. Beside the impression of this stamp the designated operator of origin shall write very legibly in the currency of its country the amount of the under-payment and, under a fraction line, that of its minimum unreduced charge valid for the first weight step for priority items or letters dispatched abroad.

9 The designated operator of origin shall be responsible for checking that international mail items posted in its country are correctly prepaid. On arrival in the country of destination, every item not bearing the T stamp impression in accord-ance with the provisions under 8 shall be considered to be duly prepaid and treated accordingly.

�0 When a designated operator of first destination wants missing postage to be collected from the addressee (reforwarded items) or from the sender (returned items), the task of applying the T stamp and giving the amounts in the form of a fraction shall be the responsibility of this designated operator. The same shall apply in the case of items originating in countries which apply reduced charges in the service with the reforwarding designated operator. In such a case, the fraction shall be established according to the charges laid down in these Regulations and valid in the country of origin of the item.

�� The delivering designated operator which wants to collect missing postage shall mark the item with the charge to be collected. It shall determine this charge by multiplying the fraction resulting from the data mentioned under 8 by the amount, in its national currency, of the charge applied in the international service to the first weight step for priority items or letters dispatched abroad. To this charge, it shall add the handling charge prescribed under �. The delivering designated operator may, if it so wishes, collect only the handling charge.


C.�0

�� If the fraction laid down under 8 has not been shown beside the T stamp by the designated operator of origin or the reforwarding designated operator in the case of non-delivery, the designated operator of destination may deliver the underpaid item without collecting a charge.

�3 Postage stamps and postal franking impressions not valid for prepayment of postage shall not be taken into account. In that case, the figure nought (0) shall be placed beside such postage stamps or impressions, which shall be marked around in pencil.

�4 Registered items and insured items shall be regarded on arrival as duly prepaid.

Commentary118.6 DOs of origin decide on their own policy regarding transmission of items which it is not possible to have regularized by the senders. They may decide to send priority items, surcharged airmail items and surcharged S.A.L. items as priority mail, by air or as S.A.L., respectively, if the charges paid represent at least the difference between the charge for a priority item and the charge for a non-priority item or, as appropriate, the surcharge or the difference between the charge for an airmail or S.A.L. item and the charge for a surface item. They may also decide to send these items by priority means or by air when the charges paid represent at least 75% of the surcharge or 50% of the combined charge. In this case, below these limits, the items are forwarded by means of transport normally used for non-priority items or unsurcharged items.

118.8 Where an express item has been treated as such despite underpayment of postage, the charge of the amount of the deficient postage applies not only to the transport charge properly speaking but also to the special express charge.

118.10 In relations between countries which apply reduced charges, it is the UPU system charge which has to be levied and not the reduced charge.

118.14 The office of origin is responsible for the prepayment of registered items and insured items; there-fore no charge is to be collected for unpaid or underpaid postage.

Article RL ��9Prepayment and stamping of items posted on board ship

� Items posted on board ship at the two terminal points of the voyage or at any intermediate port of call shall be prepaid by means of postage stamps and according to the rates of the country in whose waters the ship is lying.

� If the items are posted on board on the high seas, they may be prepaid, in the absence of special agreement between the designated operators concerned, by means of the postage stamps and according to the rates of the country to which the ship appertains or is under contract. Items prepaid in this way must be handed over to the post office at the port of call as soon as possible after the arrival of the ship.

3 The stamping of items posted on ships shall be the responsibility of the postal official or the officer on board charged with the duty, or, failing those, of the


C.��

post office at the port of call at which these items are handed over. In that case, the office shall impress the correspondence with its date-stamp and add the word “Navire”, “Paquebot” or any other similar note.

Commentary119.2 An application of maritime practice according to which any ship on the high seas is “part of the territory” of the country whose flag it flies.

The country issuing the postage stamps is considered as the country of origin, even when the stamps, having been affixed on the high seas, are cancelled at the next port with the date-stamp of another country.


D.�

Letter Post – Conv Art �2

Section D

Basic services

Article 12Basic services

1 Member countries shall ensure that their designated operators accept, handle, convey and deliver letter-post items.

2 Letter-post items are:2.1 priority items and non-priority items, up to 2 kilogrammes;2.2 letters, postcards, printed papers and small packets, up to 2 kilo-

grammes;2.3 literature for the blind, up to 7 kilogrammes;2.4 special bags containing newspapers, periodicals, books and similar

printed documentation for the same addressee at the same address called “M bags”, up to 30 kilogrammes.

3 Letter-post items shall be classified on the basis either of the speed of treatment of the items or of the contents of the items in accordance with the Letter Post Regulations.

4 Higher weight limits than those indicated in paragraph 2 apply option-ally for certain letter-post item categories under the conditions specified in the Letter Post Regulations.

5 Subject to paragraph 8, member countries shall also ensure that their designated operators accept, handle, convey and deliver postal parcels up to 20 kilogrammes, either as laid down in the Convention, or, in the case of outward parcels and after bilateral agreement, by any other means which is more advantageous to their customers.

6 Weight limits higher than 20 kilogrammes apply optionally for certain parcel-post categories under the conditions specified in the Parcel Post Regulations.

7 Any member country whose designated operator does not undertake the conveyance of parcels may arrange for the provisions of the Convention to be implemented by transport companies. It may, at the same time, limit this service to parcels originating in or addressed to places served by these companies.

8 Notwithstanding paragraph 5, member countries which, prior to 1 January 2001 were not parties to the Postal Parcels Agreement shall not be obliged to provide the postal parcels service.

D.2

Letter Post – Conv Art �2; Prot Art IV; RL �20

Commentary12.2 All DOs must, as DOs of destination and of transit, handle the categories of letter post listed in this art.

Prot Article IVBasic services

� Notwithstanding the provisions of article �2, Australia does not agree to the extension of basic services to include postal parcels.

2 The provisions of article �2.2.4 shall not apply to Great Britain, whose national legislation requires a lower weight limit. Health and safety legislation in Great Britain limits the weight of mail bags to 20 kilogrammes.

3 Notwithstanding article �2.2.4, Kazakhstan and Uzbekistan shall be authorized to limit to 20 kilogrammes the maximum weight of inward and outward M bags.

Article RL �20Basic services

� Every designated operator shall be free to choose the system based on the speed of treatment of items or based on the contents of items that it applies to its outward traffic.

2 In the classification system based on the speed of treatment of items, the latter are divided into:2.� priority items, i.e. items conveyed by the quickest route (air or surface)

with priority;2.2 non-priority items, i.e. items for which the sender has chosen a lower rate,

implying a longer delivery time.

3 In the classification system based on contents:3.� items conveyed by air with priority shall be called “airmail items”;3.2 surface items conveyed by air with reduced priority shall be called “S.A.L.

items”.

4 Every designated operator may admit priority items and airmail items consisting of a sheet of paper suitably folded and gummed on all sides. Such items shall be called “aerogrammes”. “Aerogrammes” shall be considered as being similar to airmail letters in the classification system based on contents.

5 Mail consisting of items posted in bulk by the same sender and received in the same dispatch or in separate dispatches, in accordance with the conditions specified in article RL �24.8, shall be called “bulk mail”.

D.3

Letter Post – Conv Art �2; RL �20 and �2�; Prot Art RL I

Commentary120.3.2 The S.A.L. service is provided in certain relations only. See List CN 68, part III, D.

Article RL �2�Particulars relating to limits of weight

�.� Priority and non-priority items may weigh up to 5 kilogrammes:�.�.� In relations between designated operators where both admit such items

from their customers.�.�.2 For items containing books and pamphlets, the designated operator of

origin having the option of admitting such items.�.2 In the system based on contents:�.2.� Letters and small packets may weigh up to 5 kilogrammes in relations

between designated operators where both admit such items from their customers.

�.2.2 Printed papers may weigh up to 5 kilogrammes, the designated operator of origin having the option of admitting such items.

2 The limit of weight of items containing books or pamphlets may be raised to �0 kilogrammes by agreement between the designated operators concerned.

3 The items sent on postal service as mentioned in article 7.� of the Conven-tion and article RL ��0 shall not be subject to the limits of weight laid down in article �2 of the Convention and � and 2 above. However, they shall not exceed the maximum weight of 30 kilogrammes per bag.

4 Designated operators may apply to letter-post items posted in their countries the maximum limit of weight laid down for articles of the same kind in their internal service provided that such items do not exceed the limit of weight mentioned in article �2 of the Convention and � and 2 above.

Commentary121.4 This provision is designed to enable national and international tariff structures to be brought into line with one another as far as possible.

Prot Article RL IPrinted papers. Maximum weight

� Notwithstanding article RL �2�.�.2, Canada and Ireland shall be author-ized to limit to 2 kilogrammes the maximum weight of inward and outward printed papers.

D.4

Article RL �22Limits of size

� The limits of size of items other than postcards and aerogrammes are given below:�.� maxima: length, width and depth combined: 900 mm, but the greatest

dimension may not exceed 600 mm, with a tolerance of 2 mm; in roll form: length plus twice the diameter: �,040 mm, but the greatest dimension may not exceed 900 mm, with a tolerance of 2 mm;

�.2 minima: to have a surface measuring not less than 90 x �40 mm, with a tolerance of 2 mm; in roll form: length plus twice the diameter: �70 mm: but the greatest dimension may not be less than �00 mm.

2 The limits of size of postcards shall be as follows:2.� maxima: �20 x 235 mm, with a tolerance of 2 mm, provided they are suffi-

ciently stiff to withstand processing without difficulties;2.2 minima: 90 x �40 mm, with a tolerance of 2 mm. The length shall be at

least equal to the width multiplied by √2 (approximate value �.4).

3 The limits of size of aerogrammes shall be as follows:3.� maxima: ��0 x 220 mm, with a tolerance of 2 mm;3.2 minima: 90 x �40 mm, with a tolerance of 2 mm. The length shall be at

least equal to the width multiplied by √2 (approximate value �.4).

4 The limits of size in this article shall not apply to postal service items as mentioned in article 7.� of the Convention and article RL ��0.

Article RL �23Conditions of acceptance of items. Make-up. Packing

� Items shall be made up securely and in such a way that there is no risk of other items getting trapped in them. The packing shall be adapted to the shape and nature of the item and the conditions of transport. In the case of letters and small packets, it must ensure the integrity of the contents during transport. Every item shall be made up in such a way as not to affect the health of officials. The make-up shall prevent any danger if the item contains articles of a kind likely to injure officials called upon to handle it or soil or damage other items or postal equipment. Metal fasteners used for closing items shall not have sharp edges, nor shall they hamper the execution of the postal service.�.� Designated operators may agree to exchange bulk items, which have

not been wrapped or packed. The dispatching designated operator and the designated operator of destination shall set by mutual agreement the conditions of posting of such items.

2 The UPU Id-tag, as defined in Standard S�8 in the Technical Standards Manual, may be applied to letter-post items to facilitate mail processing in both origin and destination countries and to support the exchange of processing infor-

Letter Post – Conv Art �2; RL �22 and �23

D.5

mation between the designated operators involved. The Id-tag shall be applied, under the authority of the designated operator, in accordance with the specifica-tions adopted by the Postal Operations Council and the provisions of Standards S�8 and S�9 in the UPU Technical Standards Manual. To maximize the readability of the Id-tag, designated operators:2.� may encode information in area R�, as defined in Standard S�9, only in

accordance with the technical provisions of Standards S�8 and S�9;2.2 are encouraged to advise against using area R� for purposes which

might interfere with, or be interfered with by, its intended use for Id-tag encoding.

3 Designated operators shall strongly recommend that their customers comply with the following rules:3.� The right-hand half at least of the address side shall be reserved for the

address of the addressee and for postage stamps, franking marks and impressions or indications in lieu thereof. The latter shall be applied, as far as possible, in the top right-hand corner. It shall be up to the designated operator of origin to treat items whose payment does not conform to this condition according to its internal legislation.

3.2 The addressee’s address shall be written on the item lengthwise and, if the item is an envelope, on the plain side which is not provided with the closing flap. For items exceeding the size limits for standardized items as defined in article RL �28, the address may be written parallel to the width of the item.

3.3 The addressee’s address shall be worded in a precise and complete manner. It shall be written very legibly in roman letters and arabic numerals. If other letters and numerals are used in the country of desti-nation, it shall be recommended that the address be given also in these letters and numerals. The name of the place of destination and the name of the country of destination shall be written in capital letters together with the correct postcode number or delivery zone number or post office box number, if any. The name of the country of destination shall be written preferably in the language of the country of origin. To avoid any difficulty in the countries of transit, it is desirable for the name of the country of destination to be added in an internationally known language. Designated operators may recommend that, on items addressed to countries where the recommended position of the postcode is in front of the name of the location of destination, the postcode should be preceded by the EN ISO 3�66–� Alpha 2 country code followed by a hyphen. This shall in no way detract from the requirement for the name of the destination country to be printed in full.

3.4 The envelope paper shall be made of a material that can be processed mechanically.

3.5 In order to facilitate automatic reading, the addressee’s address shall be written in compact form, without leaving a space between the letters of the words and without a blank line between the line containing the place of destination and the other elements of the address. The place and country of destination and the postcode number, if any, shall not be underlined.

Letter Post – Conv Art �2; RL �23

D.6

Example: Monsieur PierreNoir RueduMidi26 1009PULLY SWITZERLAND

3.6 The name and address of the sender shall be shown on the item with the postcode number or delivery zone number, if any. When they appear on the address side of the envelope, these indications shall be placed in the top left-hand corner and should be sufficiently separated from the addressee’s address to avoid any misunderstanding.

3.7 The addresses of the sender and the addressee shall be shown in an appropriate manner inside the item and as far as possible on the contents. This applies particularly to unsealed items.

3.8 Customers posting items in bulk of the same shape and weight may be requested to bundle them by postcode or delivery zone number so that they can be processed as speedily as possible in the country of destina-tion. The designated operator of destination may request this degree of sortation subject to agreement by the designated operator of origin.

4 Except as otherwise provided in these Regulations, service instructions and labels shall be placed on the address side of the item. They shall be positioned in so far as possible in the top left-hand corner, beneath the sender’s name and address where these are given. The service instructions shall be written in French or in some other language generally known in the country of destination. A translation of the instructions in the language of the country of origin may also be given.

Example:

Sender’s address

Service instructions

Postage stamps, franking marks or impressions

Addressee’s address


D.7

5 Non-postal stamps and charity or other labels as well as designs, likely to be mistaken for postage stamps or service labels, may not be affixed to or printed on the address side. This shall also apply to stamp impressions which could be mistaken for franking impressions.

6 In all cases in which the item is under wrapper, the addressee’s address shall be written on the latter.

7 Envelopes whose edges are provided with coloured bars shall be reserved exclusively for airmail items.

8 The address of items sent poste restante shall show the name of the addressee, the town, the country of destination and, if possible, the post office at which the item is to be collected. The indication “Poste restante” shall be written in bold letters on the address side. The use of initials, figures, forenames only, ficti-tious names or code marks of any kind shall not be permitted for these items.

Example: Mademoiselle LouiseBertholet Posterestante 1211GENEVA13 SWITZERLAND

9 On printed papers, the addressee’s name may, exceptionally, be followed by the indication «or occupant», in French or a language accepted by the country of destination.

Example: Monsieur PierreSansonnens Oroccupant RuePinet10 1001LAUSANNE SWITZERLAND

�0 The envelope or wrapping may bear only one sender’s address, and one addressee’s address. In the case of bulk postings, the sender’s address must be visible on the outside of the item and located in the country of posting of the item.

�� No manner of item shall be admitted of which the whole or part of the address side has been marked off into several divisions intended to provide for successive addresses.

Commentary123.1 The Hamburg Congress invited DOs to inform users employing the packs sold by postal services of the need to use appropriate interior packing as well and to make sure that the outside wrapping is prop-erly closed so that the items concerned can be processed and conveyed satisfactorily (recommendation C 20/Hamburg �984).

123.3.1 The application of postage stamps or franking impressions on the address side is obligatory for all categories of items.


D.8

Postage stamps stuck on in such a way that they overlap on to both sides of an item are considered null and void.

123.3.3 DOs are recommended to inform the IB what address presentation they want and what post-code system they have adopted.

123.8 The name of the town of destination should be mentioned since poste restante is generally provided by only one post office – the main office – even in big cities which have several delivery offices.

123.9 This provision is designed to permit the address of a printed item to be written so that delivery is made to the occupier of the premises when the addressee given in the address has moved. This practice is aimed specifically at printed advertising items.

Article RL �24Special provisions applicable to each category of items

� Priority/non-priority items and letters�.� Subject to the provisions relating to standardized items and the packing of

items, no conditions shall be laid down for the form or closing of priority/non-priority items or for letters. However, such items in envelopes must be rectangular to ensure that they do not cause difficulties during their handling. Such items with the consistency, but not the shape, of post-cards shall also be placed in rectangular envelopes. The envelopes should be of light colour. It is recommended that the word “Priority” or “Letter” be added to the address side of items which, because of their volume or make-up, might be confused with items prepaid at a reduced rate.

2 Aerogrammes2.� Aerogrammes must be rectangular and be so made that they do not

hamper the handling of the mail.2.2 The front of the aerogramme shall be reserved for the address, the prepay-

ment and service notes or labels. It shall bear the printed indication “Aero-gramme” and may also bear an equivalent indication in the language of the country of origin. An aerogramme shall not contain any enclosure. It may be registered if the regulations of the country of origin so permit.

2.3 Each member country or designated operator shall fix, within the limits defined in article RL �22.3, the conditions of issue, manufacture and sale of aerogrammes.

3 Postcards3.� Postcards shall be rectangular and be made of cardboard or of paper stiff

enough not to make mail handling difficult. They shall not have projecting or raised relief parts and shall comply with the conditions laid down by the member country or designated operator of origin.

3.2 Postcards shall bear on the front the heading “Carte postale” (Postcard) in French or its equivalent in another language. This heading shall not be compulsory for picture postcards.

3.3 Postcards shall be sent unenclosed, that is to say without wrapper or envelope.


D.9

3.4 The right-hand half at least of the front shall be reserved for the address of the addressee, for prepayment and for service instructions or labels. The sender may make use of the back and of the left-hand half of the front.

3.5 Postcards not complying with the regulations for that category shall be treated as letters, except when the irregularity derives only from showing the prepayment on the back. Such cards shall be regarded as unpaid and treated accordingly.

4 Printed papers4.� Reproductions on paper, cardboard or other materials commonly used in

printing produced in several identical copies by means of a process author-ized by the member country or designated operator of origin may be sent as printed papers. Printed papers which do not comply with this definition may also be admitted in the international service if they are admitted in the internal service of the country of origin.

4.2 Printed papers shall bear in bold letters on the address side, in so far as possible in the top left-hand corner, beneath the sender’s name and address where these are given, the expression “Imprimé” or “Imprimé à taxe réduite” as appropriate or their equivalents in a language known in the country of destination. These markings shall constitute indication that the items contain only printed papers.

4.3 Printed papers satisfying both the general conditions applicable to printed papers and those applicable to postcards shall be admitted unenclosed at the printed paper rate, even if they bear the title “Carte postale” (Postcard) or the equivalent of this title in any language.

4.4 Several printed papers may be sent together in a single item provided that they do not bear the names and addresses of different addressees. Desig-nated operators of origin may limit printed papers sent in this way to those stemming from a single sender.

4.5 It shall be permitted to enclose with all printed papers a card, envelope or wrapper bearing the printed address of the sender of the item or his agent in the country of posting or destination of the original item; the enclosure may be prepaid for return by means of postage stamps or postal prepay-ment impressions of the country of destination of the original item.

4.6 The designated operator of origin may authorize annotations or enclosures on the basis of its internal legislation.

4.7 Printed papers shall be made up in such a way that their contents are suffi-ciently protected while permitting quick and easy verification. The condi-tions shall be determined by the member country or designated operator of origin.

4.8 Designated operators may authorize the closing of bulk-posted printed papers, issuing for that purpose a permit to users who make a request for one. In such cases, the number of the permit shall be shown below the indi-cation “Imprimé” (Printed papers) or “Imprimé à taxe réduite” (Reduced-rate printed papers).

4.9 Alternatively, designated operators of origin shall be allowed to permit the closing of all printed papers without authorization if in their internal service no special conditions of closing are required.


D.�0

4.�0 Printed papers may be inserted in closed plastic wrapping, either trans-parent or opaque, on the conditions laid down by the member country or designated operator of origin.

4.�� Sealed printed papers may be opened for verification of their contents.

5 Literature for the blind5.� Letters bearing writing used by the blind, posted unsealed, and plates

bearing the characters of writing used by the blind may be sent as litera-ture for the blind. The same shall apply to sound recordings and to the special paper intended solely for the use of the blind, provided that they are sent by or addressed to an officially recognized institute for the blind.

5.2 Designated operators of origin shall have the option of admitting as litera-ture for the blind sound recordings sent by a blind person or addressed to a blind person if this option exists in their internal service.

5.3 Designated operators of origin shall be allowed to admit as literature for the blind items admissible as such in their internal service.

5.4 Literature for the blind shall be made up in such a way that its contents are sufficiently protected while permitting quick and easy verification.

5.5 The designated operators shall recommend that their customers furnish their literature for the blind, on the side which bears the addressee’s address, with a white label with the following symbol:

6 Small packets6.� Small packets shall bear in bold letters on the address side, in so far as

possible in the top left-hand corner, if applicable beneath the sender’s name and address, the expression “petit paquet” (small packet) or its equivalent in a language known in the country of destination. Indication of the sender’s address on the outside of the item shall be obligatory.

(Dimensions 52 x 65 mm)

Fond blanc

Symbole en noiret blanc

(Size 52 x 65 mm)

White background

Black and white symbol


D.��

6.2 It shall also be permitted to enclose therein any other document having the character of current and personal correspondence. However, such docu-ments may not be addressed to an addressee nor stem from a sender other than those of the small packet. In addition the internal regulations of the member country or designated operator concerned must authorize such enclosure. The designated operator of origin shall decide whether the document or documents enclosed fulfil these conditions. It shall lay down such other conditions as may be appropriate relating to authorized enclosures.

6.3 No special conditions of closing shall be required for small packets; items designated as such may be opened for verification of their contents.

7 M bags7.� Certain other articles may also be admitted in M bags, provided the

following conditions of entry are met:7.�.� the articles (disks, tapes, and cassettes; commercial samples shipped by

manufacturers and distributors; or other non-dutiable commercial articles or informational materials that are not subject to resale) are affixed to or otherwise combined with the accompanying printed papers;

7.�.2 the articles relate to the printed papers with which they are being mailed;7.�.3 the weight of each item which contains articles mentioned in 7.�.� in

combination with printed papers does not exceed two kilogrammes;7.�.4 the M bags are accompanied by a CN 22 or CN 23 customs form prepared

by the sender in accordance with the provisions laid down in article RL �52.4.

7.2 The addressee’s address shall be shown on each packet of printed papers included in a special bag and sent to the same addressee at the same address.

7.3 Every M bag shall be furnished with a rectangular address label provided by the sender and giving all the information concerning the addressee. The address label shall be made of sufficiently rigid canvas, strong card-board, plastic, parchment, or paper glued to wood and shall be provided with an eyelet. It shall not be smaller than 90 x �40 mm with a tolerance of 2 mm.

7.4 The total amount of prepayment for M bags shall be shown on the address label on the bag.

7.5 With the agreement of the designated operator of destination, packets of printed papers may also be admitted as M bags when they are not packed in a bag. Such packets shall be marked very visibly with a letter M near the addressee’s address. The nature of the contents shall be indicated directly on the item (CN 22/CN 23).

8 Bulk mail8.� Bulk items shall be characterized by:8.�.� the receipt, in the same mail or in one day when several mails are made up

per day, of �,500 or more items posted by the same sender;8.�.2 the receipt, in a period of two weeks, of 5,000 or more items posted by the

same sender.


D.�2

8.2 Under the terms of this article, the sender of the bulk items shall be consid-ered to be the person or organization that actually posts the items.

8.3 If need be, the sender may be identified by any common characteristic of the items or any indication made on the items (for example, return address, name, mark or stamp of the sender, postal authorization number, etc.).

Commentary124.1.1 Rectangular” includes “square”.

124.3.1 Irregularly shaped picture and other postcards (circular, triangular, various outlines, etc.) must be placed in rectangular envelopes and prepaid at the rate for priority or non-priority items or for letters, as the case may be.

124.3.4 Because of the nature of postcards, it is not permitted to affix or attach to them samples of merchandise or similar arts, cuttings of every kind or fold-back sheets. Nor is it permitted to embellish them with cloth, embroidery, spangles or similar materials. Such cards may be sent only in closed enve-lopes prepaid at the rate for priority or non-priority items or for letters, as the case may be. Neverthe-less, illustrations, stamps of every kind and labels, as well as address slips of paper or other very thin substance, may be affixed to them, provided that these arts are not such as to alter the nature of postcards and that they adhere completely to the card. These arts may be affixed only to the back or to the left-hand half of the front of postcards, with the exception of address slips, tabs or labels which may occupy the whole of the front.

124.4.1 Photographs are admitted as printed papers.Member countries or DOs may admit at the printed paper rate:– letters and postcards exchanged between pupils of schools, provided that these items are sent

through the principals of the schools concerned;– correspondence courses sent by schools to their pupils and pupils’ exercises in the original or with

corrections but without any note which does not relate directly to the performance of the work;– manuscripts of work or for newspapers;– musical scores in manuscript;– photocopies;– impressions obtained by means of computer printers or typewriter posted simultaneously in several

identical copies.

124.4.5 This exception to art �5.7.�.2 prior to the creation of the IBRS service enables the DO of origin to permit the posting of printed papers containing a card, envelope or wrapper for the reply prepaid by means of postage stamps or postal prepayment impressions of the country where it will be posted.

124.4.6 The following may be shown on printed papers, by any process:– the name and address of the sender and the addressee with or without the title, profession and

style;– the place and date of dispatch of the item;– serial or registration numbers.In addition to these particulars it is permitted:– to delete, mark or underline certain words or certain parts of the printed text;– to correct printing errors.The additions and corrections specified above should have a direct bearing on the content of the repro-duction; they should not be of such a nature as to constitute a code.It is also permissible to show or to add:– on order forms, subscription forms or offers in respect of published works, books, pamphlets, news-

papers, engravings, musical scores: the works and the number of copies asked for or offered, the price of the works and notes giving essential elements of the price, the method of payment, the edition, the names of the authors and of the publishers, the catalogue number and the words “paper-backed”, “stiff-backed” or “bound”;

– on the forms used by the lending services of libraries: the titles of the works, the number of copies asked for or sent, the names of the authors and of the publishers, the catalogue numbers, the number of days allowed for reading, the name of the person wishing to consult the work in question;


D.�3

– on picture postcards, on printed visiting cards and on printed cards expressing congratulations or condolences: conventional formulas of courtesy expressed in five words or five initials at the most;

– on printed literary and artistic productions: a dedication consisting of a simple conventional tribute;– on cuttings from newspapers and periodicals: the title, date, number and address of the publication

from which the art is taken;– on printing proofs: alterations and additions concerned with the correction, layout and printing, as

well as notes such as “Passed for press”, “Read – Passed for press” or any similar note concerned with the production of the work. In case of lack of space the additions may be made on special sheets;

– on advices of change of address: the old and the new address and the date of the change.Finally, it is permitted to enclose:– with literary or artistic printed works: the relative open invoice, reduced to its essential elements

together with copies of the invoice, a delivery bill, inpayment forms or international or internal money order forms of the country of destination of the item on which it is permissible, after agreement between the DOs concerned, to show by any means whatever the amount to be deposited or paid and the particulars of the postal giro account or the address of the payee of the order;

– with fashion papers: cut-out patterns forming, according to the indications appearing on them, an integral part of the copy of the paper with which they are sent.

124.4.7 Printed papers may be placed in a wrapper, on a roller or between cardboard, in open envelopes or containers, in closed unsealed envelopes or containers which can be easily and safely opened and reclosed, or tied with a string which is easy to unknot. Folded items which are not inserted in envelopes may, however, be accepted if the open sides are firmly held by a sufficient number of clips or self-adhesive seals so that the item does not open during mail processing. The member country or DO of origin deter-mines whether the closing of these items allows for quick and easy verification of the contents. No special conditions of closing shall be required for printed papers containing books or brochures; such items may be opened for verification of their contents. The member countries or DOs concerned may require the sender or addressee to facilitate verification of the contents either by opening some of the items picked out by them or in some other satisfactory manner.The increasingly widespread use of mechanized and electronic mail-processing facilities means that the items must meet the requirements imposed by mechanization.

124.4.10 The address of the addressee, the address of the sender and the franking-machine marks or impressions may be placed under the plastic film in such a way that they are perfectly legible through the transparent panel or panels provided for that purpose. The wrapping must include, on the address side, a sufficiently wide part on which service instructions, any reasons for non-delivery or, when applicable, the addressee’s new address can be written by hand, or shown by means of a label or by any other process, as on paper.

124.5.4 Literature for the blind may be placed in a wrapper, on a roller or between cardboard, in open envelopes or containers, in closed unsealed envelopes or containers which can be easily and safely opened and reclosed, or tied with a string which is easy to unknot. The DOs of origin determines whether the closing of these items allows for quick and easy verification of the contents. No special conditions of closing shall be required for literature for the blind containing books or brochures; such items may be opened for verification of their contents. The DOs concerned may require the sender or addressee to facilitate verification of the contents either by opening some of the items picked out by them or in some other satisfactory manner.

124.6.2 It is permitted to enclose in small packets an open invoice reduced to its essential elements and to show on the outside or on the inside of items and, in the latter case, on the art itself or on a special sheet, the addresses of the sender and the addressee with the indications in use in commercial traffic, a manufacturer’s or trade mark, a reference to correspondence exchanged between the sender and the addressee, a short note referring to the manufacturer and to the person supplying the goods or concerning the person for whom they are intended, as well as serial or registration numbers, prices and any other notes giving essential elements of the prices, particulars relating to the weight, volume and size, the quantity available and such particulars as are necessary to determine the source and the character of the goods.


D.�4

124.6.3 By analogy with the conditions laid down in RL �24.4.8, DOs of origin may restrict the option of closing small packets to items posted in bulk. Arts which would be spoilt if packed according to the general rules and items of merchandise packed in a transparent packing permitting verification of their contents, shall be admitted in a hermetically sealed packing. The same applies to industrial and vegetable products posted in a packing sealed by the manufacturer or by an examining authority in the country of origin. In those cases, the DOs concerned may require the sender or the addressee to assist in checking the contents, either by opening certain of the items indicated by them or in some other satisfactory manner.

124.7.1 Provisions adopted to facilitate use of M bags by computer software companies, electronics manufacturers, pharmaceutical manufacturers, direct mail marketing firms and other industry segments that have on ongoing need to ship non-dutiable, light-weight merchandise items or product samples, in combination with catalogues or other promotional literature, to their representatives, agents or distributors in foreign countries.

124.7.1.3 This weight limit is designed to prevent any abuse of the M bag provisions.

124.8 Provisions adopted by the �994 Seoul Congress.

Prot Article RL IISpecial provisions applicable to each category of items

� Notwithstanding article RL �24.2.2, Afghanistan and Japan reserve the right to enclose or attach pictures or slips of paper in aerogrammes under the same conditions as in their domestic service.

2 Notwithstanding article RL �24.4.5, in the absence of bilateral agreement, Canada and the United States of America will not accept as enclosures in dispatches of printed papers any cards, envelopes or wrappings bearing the address of the sender or of his agent in the country of destination of the original item.

3 Notwithstanding article RL �24.4.5, in the absence of bilateral agreement, Iraq will not accept as enclosures in printed papers posted in bulk any cards, enve-lopes or wrappings bearing a sender’s address that is not located in the country of origin of the item.

4 Notwithstanding article RL �24.5.2, Azerbaijan, India, Indonesia, Lebanon, Nepal, Tajikistan, Turkmenistan, Ukraine, Uzbekistan and Zimbabwe shall admit sound recordings as literature for the blind only if these are sent by, or addressed to, an officially recognized institute for the blind.

5 Notwithstanding article RL �24.7, Canada shall be authorized not to accept or handle M bags containing audio-visual articles or informational materials received from other countries.

6 Any reservation made in relation to bulk mail shall have no impact on the application of article RL 2�8.

6bis Notwithstanding article RL �24.8.�, Greece reserves the right to regard as “bulk mail” the receipt, in the same mail or in one day when several mails are made up per day, of �50 items posted by the same sender as well as the receipt, in a period of two weeks, of �,000 or more items posted by the same sender.

Letter Post – Conv Art �2; RL �24; Prot Art RL II

D.�5

Article RL �25Marking of priority or mode of transportation

� In the absence of special agreement between the member countries of designated operators concerned, items to be treated as priority items or airmail items in the countries of transit and of destination shall bear a special blue label or a stamp impression of the same colour, or in black, if the regulations of the dispatching designated operator so permit, bearing the words “Prioritaire” (Priority) or “Par avion” (By airmail). If need be, these indications in capital letters may be handwritten or typewritten, with an optional translation in the language of the country of origin. This “Prioritaire” or “Par avion” label, impression or indication shall be placed on the address side, in so far as possible in the top left-hand corner, beneath the sender’s name and address where these are given.

2 The words “Prioritaire” (Priority) or “Par avion” (By airmail) and any note relating to priority or air conveyance shall be struck through with two thick hori-zontal lines when the item is not forwarded by the quickest means.

3 The designated operator of origin may also require the marking of non-priority and surface items.

Article RL �26Special packing

� Articles of glass or other fragile objects shall be packed in a strong box filled with an appropriate protective material. Any friction or knocks during trans-port either between the objects themselves or between the objects and the sides of the box shall be prevented.

2 Liquids and substances which easily liquefy shall be enclosed in perfectly leak-proof containers. Each container shall be placed in a special strong box containing an appropriate protective material to absorb the liquid should the container break. The lid of the box shall be fixed so that it cannot easily work loose.

3 Fatty substances which do not easily liquefy, such as ointments, soft-soap, resins, etc., and silk-worm eggs, the conveyance of which presents few difficulties, shall be enclosed in a first packing (box, bag of cloth, plastic, etc.) which is itself placed in a box stout enough to prevent the contents from leaking.

4 Dry colouring powders, such as aniline blue, etc., shall be admitted only in perfectly leak-proof metal boxes, placed in turn in strong boxes with an appropriate absorbent and protective material between the two containers.

5 Dry non-colouring powders shall be placed in strong containers (box, bag). These containers shall themselves be enclosed in a stout box.


D.�6

6 Live bees, flies of the family Drosophilidae, leeches and parasites shall be enclosed in boxes so constructed as to avoid any danger.

7 Packing shall not be required for articles in one piece, such as pieces of wood, metal, etc., which it is not the custom of the trade to pack. In this case, the address of the addressee should be given on the article itself.

Article RL �27Items in panel envelopes

� Items in envelopes with a transparent address panel shall be admissible on the following conditions:�.� The panel shall be situated on the plain side of the envelope which is not

provided with the closing flap.�.2 The panel shall be made of such a material and in such a way that the

address can be easily read through it.�.3 The panel shall be rectangular. Its greatest dimension shall be parallel to

the length of the envelope. The address of the addressee shall appear in the same direction. However, concerning C 4 format (229 x 324 mm) items or similar formats, designated operators may allow the transparent panel to be placed transversely in such a way that its greatest dimension is parallel to the width of the envelope.

Example:

P.P.

Address


D.�7

�.4 All the edges of the panel shall be precisely stuck down on the inside edges of the opening in the envelope. For this purpose there shall be an adequate space between the side and bottom edges of the envelope and those of the panel.

�.5 The addressee’s address shall be the only thing visible through the panel or, at the very least, shall stand out clearly from any other indications visible through the panel.

�.6 The panel shall be placed so as to leave enough room for the application of the date-stamp.

�.7 The contents of the item shall be folded in such a way that the address remains fully visible through the panel even if the contents shift inside the envelope.

2 Items in envelopes which are wholly transparent may be admitted if the surface of the envelope is constructed in such a way as to create no difficulties in mail handling. A label having sufficient space for showing the address of the addressee, prepayment and service instructions must be firmly attached to the outer surface of the item. Items in envelopes which have an open panel shall not be admitted.

3 Designated operators of origin may admit envelopes which have two or more transparent panels. The panel reserved for the address of the addressee shall conform to the conditions laid down under �. For the other panels, the conditions laid down under �.2, �.4, �.6 and �.7 shall apply by analogy.

Commentary127.2 Manufacturers sell completely transparent envelopes with an address label firmly affixed and big enough for the addresses of sender and addressee, postage stamps, service instructions, etc. These envelopes have been admitted in the domestic service of some countries without causing any special handling problems. If the envelope undergoes prior antistatic treatment, it will not pose any sticking prob-lems to mechanical handling systems such as culler-facer-cancellers or automatic sorters.

Article RL �28Standardized items

� Rectangular items shall be considered standardized if their length is not less than their width multiplied by √2 (approximate value �.4). These items shall satisfy the following conditions:�.� Minimum dimensions: 90 x �40 mm, with a tolerance of 2 mm.�.2 Maximum dimensions: Maximum dimensions: �20 x 235 mm, with a toler-

ance of 2 mm. The following maximum dimensions shall be admitted when the envelopes concerned are widely used in a given country:

– �50 x 245 mm, with a tolerance of 2 mm; – �65 x 235 mm, with a tolerance of 2 mm.�.3 Maximum weight: 20 g.�.4 Maximum thickness: 5 mm.


D.�8

�.5 Letters shall be closed by completely sticking down the sealing flap of the envelope and the address shall be written on the plain side of the envelope which is not provided with the sealing flap.

�.6 The address shall be written in a rectangular area situated at least: – 40 mm from the top edge of the envelope (tolerance 2 mm); – �5 mm from the right-hand edge; – �5 mm from the bottom edge; and not more than �40 mm from the right-hand edge.�.7 On the address side, a rectangular area 40 mm (– 2 mm) in depth from

the upper edge and 74 mm in width from the right-hand edge shall be reserved for affixing the postage stamp or stamps and the cancellation impression. Inside this area the postage stamps or franking impression shall be applied in the top right-hand corner.

2 The provisions under � shall also apply to items in envelopes with transparent panels whose general conditions of admission are set out in article RL �27. The transparent panel for the address of the addressee shall in addition be at least:– 40 mm from the top edge of the envelope (tolerance 2 mm);– �5 mm from the right-hand edge;– �5 mm from the left-hand edge;– �5 mm from the bottom edge.2.� The panel may not be bordered by a coloured band or frame. Service indi-

cations may be placed just above the addressee’s address.

�

�

�

�

�

�

�

AddressTransparent panel

Area reserved for prepaymentand cancellation impressions

�

�

�

�

�

�

�

��

155 mm140 mm

15 mm 15 mm

74 mm

109

mm

40 m

m15

mmCoding area


D.�9

3 No wording or extraneous matter whatsoever may appear:3.� below the address;3.2 to the right of the address, from the franking and cancelling area to the

bottom edge of the item;3.3 to the left of the address, in an area at least �5 mm wide and running from

the first line of the address to the bottom edge of the item;3.4 in an area �5 mm high starting from the bottom edge of the item and

�40 mm long starting from the right-hand edge of the item; this area may be partly identical with those defined above.

4 Designated operators which admit items in envelopes whose width does not exceed �62 mm, with a tolerance of 2 mm, as standardized items in their domestic service may also admit such items as standardized items in the interna-tional service.

5 Items in card form up to �20 x 235 mm in size may be accepted as stand-ardized items provided they are made of cardboard heavy enough to be sufficiently stiff to withstand processing without difficulty.

6 The following items shall not be considered standardized:6.� folded cards;6.2 items closed by means of staples, metal eyelets or hook fastenings;6.3 punched cards sent unenclosed (without an envelope);6.4 items whose envelopes are made of material which has fundamentally

different physical properties from paper (except from the material used for making the panel of window envelopes);

6.5 items containing articles causing protrusions;6.6 folded items sent unenclosed (without an envelope) which are not closed

on all sides and which are not rigid enough for mechanical processing.

Commentary128.1 The mathematical formula of �.4 (approximate value of �.4�42) sets out the mandatory ratio between the length and the width. One of the features of the formats obtained in this way is that the ratio between the two sides is always the classical ratio between the side of a square and its diagonal, ie �:√2 = �.4�42. It is important to keep this ratio in mind since it enables almost square formats to be elimi-nated, such formats being awkward for both mechanical and manual treatment of items.The range from the min dimensions of 90 x �40 mm and the max dimensions of �20 x 235 mm covers formats C 6 (��4 x �62 mm) and DL (��0 x 220 mm) contained in ISO recommendation ISO/R 269.

128.3 An area should be reserved around the addressee’s address in which no wording or extraneous matter should appear so as to facilitate automatic reading of characters of the address on standardized items and to enable coding marks to be applied.

128.4 In view of the advances in technology, the processing of C 5 format items can be mechanized.

128.6 The results of tests with standardized letter-post items which were not of uniform thickness showed that incorrectly filled items could not be processed mechanically.Sufficient stiffness of items is essential for ensuring the smooth operation and reliability of letter-facing machines.


D.20

Prot Article RL IIIStandardized items

� Canada, Japan, Kenya, Tanzania (United Rep.), Uganda and the United States of America shall not be obliged to discourage the use of envelopes whose format exceeds the dimensions recommended in article RL �28 when those enve-lopes are widely used in their countries.

2 Afghanistan and India shall not be obliged to discourage the use of enve-lopes whose format is larger or smaller than the dimensions recommended in article RL �28 when those envelopes are widely used in their countries.

Letter Post – Conv Art �2; Prot Art RL III

D.2�

Article 16Admissible radioactive materials and infectious substances

1 Radioactive materials shall be admitted in letter-post items and parcels in relations between member countries which have declared their willingness to admit them either reciprocally or in one direction only under the following conditions:1.1 radioactive materials shall be made up and packed in accordance

with the respective provisions of the Regulations;1.2 when they are sent in letter-post items, they shall be subject to the

tariff for priority items or the tariff for letters and registration;1.3 radioactive materials contained in letter-post items or postal parcels

shall be forwarded by the quickest route, normally by air, subject to payment of the corresponding surcharges;

1.4 radioactive materials may be posted only by duly authorized senders.

2 Infectious substances, with the exception of category A infectious substances affecting humans (UN 2814) and affecting animals (UN 2900) shall be admitted in letter-post items and postal parcels, under the following conditions:2.1 Category B infectious substances (UN 3373) may be exchanged by

mail only between officially recognized senders, as determined by their competent authority. These dangerous goods may be accept-able in mail, subject to the national and international legislation in force and the current edition of the United Nations Recommenda-tions on the Transport of Dangerous Goods, as promulgated by the International Civil Aviation Organization (ICAO).

2.2 Category B infectious substances (UN 3373) must be handled, packed and labelled in accordance with the provisions listed in the Letter Post Regulations and Parcel Post Regulations. These items shall be subject to the tariff for priority items or the tariff for registered letters. An additional charge for the handling of these items shall be allowed.

2.3 Exempt patient specimens (human or animal) may be exchanged by mail only between officially recognized senders determined by their competent authority. These materials may be acceptable in mail, subject to the national and international legislation in force and the current edition of the United Nations Recommendations on the Trans-port of Dangerous Goods, as promulgated by the ICAO.

2.4 Exempt patient specimens (human or animal) must be handled, packed and labelled in accordance with the provisions listed in the Letter Post Regulations. These items shall be subject to the tariff for priority items or to the tariff for registered letters. An additional charge for the handling of these items is allowed.

2.5 Admission of infectious substances and exempt patient specimens (human or animal) shall be restricted to member countries that have declared their willingness to admit such items, whether reciprocally or in one direction only.


D.22

2.6 Permissible infectious substances and exempt patient specimens (human or animal) shall be forwarded by the quickest route, normally by air, subject to the payment of the corresponding air surcharges, and shall be given priority in delivery.

Commentary16.1 and 2 DOs participating in the exchange of materials of this type are listed in the Letter Post Compendium.

16.2 In 2005 and 2007, the ECOSOC Committee of Experts on the Transport of Dangerous Goods implemented a new classification scheme for packaging, handling and intermodal transport of infectious substances. The new classification scheme identifies the substances as Category A infectious substances (UN numbers 28�4 and 2900) and Category B infectious substances (UN number 3373).

16.2.2 New regulations were developed in cooperation with ICAO, WHO, IATA and other international organizations. These organizations recommended that Category A should be prohibited in the mail to avoid the potential risk of misuse of these substances in a terrorist action which may produce serious conse-quences such as mass casualties or life-threatening diseases. Nor should designated operators carry an unnecessary burden, for Category A infectious substances, to establish a separate transit flow outside the normal mail stream. Furthermore, handling Category A in the mail stream would expose postal employees, customers and the general public to a serious and unnecessary risk.The Council of Administration approved resolution CA 6/2006 to prohibit the carriage of Category A infec-tious substances in international mail.The 24th Congress (Geneva) 2008 decided to include category B infectious substances in parcels as well as letter-post items.

Prot Article IXAdmissible radioactive materials and infectious substances

� Notwithstanding the provisions of article �6, Mongolia reserves the right not to accept, in accordance with its national legislation, postal items containing any radioactive materials or infectious substances.

Article RL �29Conditions of acceptance and marking of items containing exempt patient speci-mens (human or animal)

� Exempt patient specimens (human or animal) as defined in the United Nations Recommendations on the Transport of Dangerous Goods (Model Regula-tions ST/SG/AC�0/�) shall be accepted under the following conditions.

2 Exempt patient specimens are those for which there is minimal likelihood that pathogens are present and must be packed in a packaging which will prevent any leakage and which is marked with the words in English or French “Exempt human specimen”/”Echantillon humain exempté” or “Exempt animal specimen”/”Echantillon animal exempté”, as appropriate.2.� The packaging must meet the following conditions:2.�.� The packaging must consist of three components:2.�.2 a leak-proof primary receptacle(s);2.�.3 a leak-proof secondary packaging; and

Letter Post – Conv Art �6; Prot Art IX; RL �29

D.23

2.�.4 an outer packaging of adequate strength for its capacity, mass and intended use, and with at least one surface having minimum dimensions of �00 mm × �00 mm;

2.2 For liquids, absorbent material in sufficient quantity to absorb the entire contents must be placed between the primary receptacle(s) and the secondary packaging so that, during transport, any release or leak of a liquid substance will not reach the outer packaging and will not compro-mise the integrity of the cushioning material;

2.3 When multiple fragile primary receptacles are placed in a single secondary packaging, they must be either individually wrapped or separated to prevent contact between them.

Commentary129.1 The provisions of the United Nations Model Regulations are reflected in international model regula-tions promulgated by ICAO, IATA and other international organizations.“Recommendations on the Transport of Dangerous Goods – Model Regulations”: www.unece.org/trans/danger/publi/unrec/rev�3/�3files_e.html.

129.2 The ECOSOC Committee of Experts on the Transport of Dangerous Goods indicates that in deter-mining whether a patient specimen has a minimum likelihood that pathogens are present, an element of professional judgment is required to determine if a substance is exempt. That judgment should be based on the known medical history, symptoms and individual circumstances of the source, human or animal, and endemic local conditions. Examples of specimens which may be transported under this article include blood or urine tests to monitor cholesterol levels, blood glucose levels, hormone levels, or prostate-specific antigens (PSA); those required to monitor organ function such as heart, liver or kidney function for humans or animals with non-infectious diseases, or therapeutic drug monitoring; those conducted for insurance or employment purposes and intended to determine the presence of drugs or alcohol; pregnancy tests; biopsies to detect cancer; and antibody detection in humans or animals in the absence of any concern for infection (e.g. evaluation of vaccine-induced immunity, diagnosis of autoimmune disease and others).

Article RL �30Conditions of acceptance and marking of items containing infectious sub-stances

� Substances which are infectious or reasonably suspected to be infectious for humans or animals and which meet the criteria of infectious substances in category B (UN 3373) shall be declared “Biological substance, category B”.

2 Senders of infectious substances assigned to UN 3373 shall ensure that shipments are prepared in such a manner that they arrive at their destination in good condition and that the substances are packed according to Packing Instruction 650 as shown in the current edition of the Technical Instructions for the Safe Transport of Dangerous Goods by Air (Technical Instructions) published by the International Civil Aviation Organization (ICAO) or the current edition of the Dangerous Goods Regulations (DGR) published by the International Air Transport Association (IATA). For information, the text of Packing Instruction 650 as shown in the 2007/2008 edition of the ICAO Technical Instructions is provided below. Senders should consult the most recent edition of the ICAO Technical Instructions to verify the current text of Packing Instruction 650 prior to use.


D.24

3 The packaging shall be of good quality, strong enough to withstand the shocks and loadings normally encountered during transport, including transhipment between transport units and between transport units and warehouses as well as any removal from a pallet or overpack for subsequent manual or mechanical handling. Packaging shall be constructed and closed to prevent any loss of contents that might be caused under normal conditions of transport by vibration or by changes in temperature, humidity or pressure.

4 The packaging shall consist of three components:4.� a primary receptacle;4.2 a secondary packaging; and4.3 a rigid outer packaging.

5 Primary receptacles shall be packed in secondary packaging in such a way that, under normal conditions of transport, they cannot break, be punctured or leak their contents into the secondary packaging. Secondary packaging shall be secured in outer packaging with suitable cushioning material. Any leakage of the contents shall not compromise the integrity of the cushioning material or of the outer packaging.

6 For transport, the mark illustrated below shall be displayed on the external surface of the outer packaging on a background of a contrasting colour and shall be clearly visible and legible. The mark shall be in the form of a square set at an angle of 45% (diamond-shaped) with each side having a length of at least 50 mm, the width of the line shall be at least 2 mm, and the letters and numbers shall be at least 6 mm high. The proper shipping name “Biological substance, category B”, “Diagnostic specimen” or “Clinical specimen” in letters at least 6 mm high shall be marked on the outer package adjacent to the diamond-shaped mark.

UN 3373


D.25

7 At least one surface of the outer packaging shall have a minimum dimen-sion of �00 mm x �00 mm.

8 The completed package shall be capable of successfully passing the drop test as laid down in the ICAO Technical Instructions, except that the height of the drop shall not be less than �.2 m.

9 For liquid substances:9.� The primary receptacle(s) shall be leak-proof and must not contain more

than one litre of the liquid substance.9.2 The secondary packaging shall be leak-proof.9.3 If multiple fragile primary receptacles are placed in a single secondary

packaging, they shall be either individually wrapped or separated to prevent contact between them.

9.4 Absorbent material shall be placed between the primary receptacle(s) and the secondary packaging. The absorbent material shall be in quantity sufficient to absorb the entire contents of the primary receptacle(s) so that any release of the liquid substances will not compromise the integrity of the cushioning material or of the outer packaging.

9.5 The primary receptacle or the secondary packaging shall be capable of withstanding, without leakage, an internal pressure of 95 kPa.

9.6 The outer packaging must not contain more than four litres of the liquid substance. This quantity excludes ice or dry ice when used to keep speci-mens cold.

�0 For solid substances:�0.� The primary receptacle(s) shall be sift-proof and not exceed the outer

packaging mass limit.�0.2 The secondary packaging shall be sift-proof.�0.3 If multiple fragile primary receptacles are placed in a single secondary

packaging, they shall be either individually wrapped or separated to prevent contact between them.

�0.4 Except for packages containing body parts, organs or whole bodies, the outer packaging must not contain more than four kilogrammes of the solid substances. This quantity excludes ice or dry ice when used to keep spec-imens cold.

�0.5 If there is any doubt as to whether or not residual liquid may be present in the primary receptacle during transport, then a packaging suitable for liquids, including absorbent materials, must be used.

�� For refrigerated or frozen specimens (ice, dry ice and liquid nitrogen):��.� When dry ice or liquid nitrogen is used to keep specimens cold, all appli-

cable requirements of the ICAO Technical Instructions shall be met. When used, ice or dry ice shall be placed outside the secondary packaging or in the outside packaging or an overpack. Interior supports shall be provided to secure the secondary packaging in the original position after the ice or dry ice has dissipated. If ice is used, the outside packaging or overpack shall be leak-proof. If solid carbon dioxide (dry ice) is used, the packaging


D.26

shall be designed and constructed to permit the release of carbon dioxide gas to prevent a build-up of pressure that could rupture the packaging.

��.2 The primary receptacle and the secondary packaging shall be capable of maintaining their integrity at the temperature of the refrigerant used as well as the temperatures and pressures that could result if refrigeration were lost.

�2 Where packages are placed in an overpack, the package markings required by this packing instruction shall either be clearly visible or be reproduced on the outside of the overpack.

�3 Infectious substances assigned to UN 3373 which are packed and marked in accordance with this packing instruction are not subject to any other require-ments under this article except for the following:�3.� the proper shipping name, UN number and the name and address and

telephone number of a person responsible must be provided on a written document (such as the CN 38 delivery bill) or on the package;

�3.2 classification must be in accordance with provision 2;6.3.2 of the ICAO Technical Instructions;

�3.3 the incident reporting requirements of provision 7;4.4 of the ICAO Tech-nical Instructions must be met; and

�3.4 the inspection for damage or leaking requirements in provisions 7;3.�.3 and 7;3.�.4 of the ICAO Technical Instructions shall apply.

�4 Clear instructions on filling and closing such packages shall be provided by packaging manufacturers and subsequent distributors to the consignor or to the person who prepares the package (e.g. patient) to enable each single package to be correctly prepared for transport.

�5 Other dangerous goods must not be packed in the same packaging as Division 6.2 infectious substances unless they are necessary for maintaining the viability, stabilizing or preventing degradation or neutralizing the hazards of the infectious substances. A quantity of 30 ml or less of dangerous goods included in Classes 3, 8 or 9 may be packed in each primary receptacle containing infec-tious substances. When these small quantities of dangerous goods are packed with infectious substances in accordance with this packing instruction no other requirements in this article need be met.

�6 Solid carbon dioxide (dry ice) used as refrigerant�6.� If solid carbon dioxide (dry ice) is used as refrigerant, the packaging

requirements of Packing Instruction 904 as set out in the current edition of the ICAO Technical Instructions or IATA Dangerous Goods Regulations must be met. Senders must also comply with the marking and labelling requirements applicable to packages containing solid carbon dioxide (dry ice) in addition to those applicable for Packing Instruction 650.

�6.2 For air transport, a transport document shall be provided in accordance with ICAO Technical Instructions or the IATA Dangerous Goods Regu-


D.27

lations. In addition, the CN 38 delivery bill covering this shipment shall contain the following statement: “Dangerous Goods as per attached ship-per’s declaration”.

�6.3 Bags containing infectious substances only and identified by special “UN 3373” labels shall be handed over by postal authorities to airlines in unsealed mailbags.

Commentary130.1 The WHO informed the IB in July �982 that the transmission of diagnostic specimens by post was being hindered by the fact that certain DOs did not take part in the exchange of infectious substances. In formal opinion C �6/�984, the Hamburg Congress called on DOs to reconsider their position in this respect.The revised text of RL �30 reflects the appropriate packaging, acceptance and handling measures detailed in the 2007–2008 ICAO Technical Instructions and the �4th edition of the Model Regulations published by the United Nations Sub-Committee of Experts on the Transport of Dangerous Goods: www.unece.org/trans/danger/publi/unrec/rev�3/�3files_e.html.

130.14 With regard to the information to be written on the outside wrapping of items containing infec-tious substances (name, address and telephone number of the competent authority to be notified in case of damage or leakage), the WHO in May �98� sent the public health authorities of its member countries a circ recommending them to let the DOs of their countries have this information. For its part, the IB asked DOs which admit these items to contact the national public health and veterinary authorities of their coun-tries with a view to coordinating the action to be taken in the event of an accident.

Article RL �3�Conditions of acceptance and marking of items containing radioactive materials

� Items containing radioactive materials, whose contents and make-up comply with the regulations of the International Atomic Energy Agency shall be admitted for conveyance by post subject to prior consent from the competent authorities of the country of origin provided the activity does not exceed one tenth of that permitted in Table 3 – Activity Limits for Excepted Packages as listed in the current edition of the IAEA TS–R–�.

2 The outside packaging of items containing radioactive materials shall be marked by the sender with the label shown below indicating the applicable UN-number. It shall also bear, in addition to the name and address of the sender, a request in bold letters for the return of the items in the event of non-delivery.


D.28

3 The sender shall give his name and address and the contents of the item on the inner wrapping.

4 The label shall be clearly crossed out, should the empty package be returned to the place of origin.

Commentary131.1 The conveyance by post of radioactive materials is restricted to consignments exempted from special conveyance prescriptions, within the meaning of the IAEA Regulations for the safe transport of radioactive materials, because of the very low activity of their contents.The relevant portions of the said Regulations are reproduced in the Letter Post Compendium.

Radioactive Material, Excepted Package

This package contains radioactive material, excepted package and is in all respects in compliance with the applicable international and national governmental regulations.

UNRadioactive materials. Quantities permitted for movement by post.


E.�


Section E

Supplementary services

Article 13Supplementary services

1 Member countries shall ensure the provision of the following manda-tory supplementary services:1.1 registration service for outbound priority and airmail letter-post

items;1.2 registration service for outbound non-priority and surface letter-post

items to destinations for which there is no priority or airmail service;1.3 registration service for all inbound letter-post items.

2 The provision of a registration service for outbound non-priority and surface letter-post items to destinations for which there is a priority or airmail service shall be optional.

3 Member countries or their designated operators may provide the following optional supplementary services in relations between those desig-nated operators which agreed to provide the service:3.1 insurance for letter-post items and parcels;3.2 recorded delivery for letter-post items;3.3 cash-on-delivery service for letter-post items and parcels;3.4 express delivery service for letter-post items and parcels;3.5 delivery to the addressee in person of registered, recorded delivery or

insured letter-post items;3.6 free of charges and fees service for letter-post items and parcels;3.7 fragile and cumbersome parcels services;3.8 consignment service for collective items from one consignor sent

abroad.

4 The following three supplementary services have both mandatory and optional parts:4.1 international business reply service (IBRS), which is basically optional.

All member countries or their designated operators shall, however, be obliged to operate the IBRS “return” service;

4.2 international reply coupons, which shall be exchangeable in any member country. The sale of international reply coupons is, however, optional;

4.3 advice of delivery for registered and recorded delivery letter-post items, parcels and insured items. All member countries or their desig-nated operators shall admit incoming advices of delivery. The provi-sion of an outward advice of delivery service is, however, optional.

E.�

Letter Post – Conv Art �3; Prot Art V and VI; RL �3�

5 The description of these services and their charges are set out in the Regulations.

6 Where the service features below are subject to special charges in the domestic service, designated operators shall be authorized to collect the same charges for international items, under the conditions described in the Regulations:6.1 delivery for small packets weighing over 500 grammes;6.2 letter-post items posted after the latest time of posting;6.3 items posted outside normal counter opening hours;6.4 collection at sender’s address;6.5 withdrawal of a letter-post item outside normal counter opening

hours;6.6 poste restante;6.7 storage for letter-post items weighing over 500 grammes, and for

parcels;6.8 delivery of parcels, in response to the advice of arrival;6.9 cover against risks of force majeure.

Prot Article VAdvice of delivery

� Canada shall be authorized not to apply article �3.4.3, as regards parcels, given that it does not offer the advice of delivery service for parcels in its internal service.

Prot Article VIInternational business reply service (IBRS)

� Notwithstanding article �3.4.�, Bulgaria (Rep.) shall provide the international business reply service after negotiations with the member country concerned.

Article RL �3�Registered items

� Letter-post items may be sent as registered items, according to the provi-sions of paragraphs �.�, �.� and � of article �3 of the Convention.

� The charge on registered items shall be paid in advance. It shall be made up of the postage charge and of a fixed registration charge, whose guideline maximum amount shall be �.3� SDR. For each M bag, designated operators shall collect, instead of the charge per item, a bulk charge not exceeding five times the charge per item.

E.3

Letter Post – Conv Art �3; RL �3�

3 In cases where exceptional security measures are required, designated operators may collect from the sender or from the addressee, in addition to the charge mentioned under �, the special charges provided for by their internal legis-lation.

4 Admission4.� No special condition as to form, closing or method of address shall be

prescribed for registered items.4.� Items bearing an address in pencil or any other delible format or composed

of initials shall not be admitted for registration. However, the address of items other than those which are sent in an envelope with a transparent panel may be written in copying-ink pencil.

4.3 A receipt shall be issued free of charge to the sender of a registered item at the time of posting.

5 Marking and treatment of items5.� Registered items shall bear clearly and in bold letters the heading “Recom-

mandé” (Registered), accompanied, if necessary, by a similar indication in the language of the country of origin. The use of this heading is not obliga-tory if the registered item bears a CN 04 label containing the capital letter “R”.

5.� All designated operators shall, from � January �008, apply a barcode on all outward registered items (i.e. air, S.A.L. surface). The specifications shall be as follows:

5.�.� Each registered item must be identified by a single CN 04 label with a unique item identifier conforming to the specification of �3-character identifiers in Standard S�0 (Identification of postal items) and of Standard S46–� (Linear bar coded representation of data on postal items, labels and forms), as published in the UPU Technical Standards.

5.�.� Designated operators may agree bilaterally to the use of unique item iden-tifiers and barcodes which are already in use on international registered items.

5.3 In the period prior to � January �008, designated operators are encour-aged to undertake their best efforts to implement barcoding of registered items, in line with the specifications in paragraph 5.� above.

5.4 In the period prior to � January �008, designated operators which find it impossible to produce CN 04 labels with a unique item identifier or standard CN 04 labels may use framed labels with the dimensions of the CN 04 specimen in which only the letter R has been printed. The other indications of that specimen must be added in a sharp, clear and indelible form by any process whatsoever.

5.5 The label and the heading “Recommandé” (Registered) shall be placed on the address side, in so far as possible in the top left-hand corner, beneath the sender’s name and address where these are given. In the case of items in the form of cards, these indications shall be placed above the address in such a way as not to affect its legibility. In the case of registered M bags, the CN 04 label shall be affixed properly to the address labels supplied by the sender.

E.4

5.6 In the period prior to � January �008, designated operators which have adopted in their internal service the system of mechanical acceptance of registered items may, instead of using the CN 04 label, print directly on these items, on the address side, the same service indications as appear on the aforesaid label. If applicable, they may affix in the same place the machine-printed strip with the same indications.

5.7 In the period prior to � January �008, with the authorization of the desig-nated operator of origin, users may use for their registered items envelopes bearing, in the place provided for affixing the CN 04 label, a preprinted facsimile of that label, the dimensions of which shall not be less than those of the CN 04 label. If need be, the serial number may be indicated therein by any process whatsoever, as long as it is added in sharp, clear and indel-ible form. A facsimile of the CN 04 label may also be printed on address labels or direct on to the contents of items dispatched in envelopes with transparent panels as long as such facsimile is placed, in all cases, at the left-hand side of the panel.

5.8 The designated operator of origin shall ensure that registered items conform to the above provisions. It shall be required to correct any deficiencies noted before forwarding the items to the countries of destination.

5.9 No label or serial number shall be placed on the front of registered items by the intermediate designated operators.

5.�0 The delivering designated operator shall obtain a signature of acceptance or some other form of evidence of receipt from the recipient when deliv-ering or handing over a registered item. In addition to the signature, the name in capital letters or any clear and legible indication permitting unam-biguous identification of the person signing shall also be obtained.

5.�� Additionally, designated operators are strongly recommended to establish systems that generate electronic delivery confirmation data, and agree to exchange such data with the designated operators of origin of the items.

5.�� Designated operators that have established systems that generate elec-tronic delivery confirmation shall have the right to use signatures captured electronically from these systems, to provide proof of delivery by indi-vidual item to the sending designated operator, subject to CN 08 inquiry by the sending designated operator. The electronic delivery confirmation data may be provided electronically (e-mail) or in hard-copy form at the discretion of the delivering postal designated operator.

Commentary132.3 Collection of these charges is limited to cases in which special security measures are taken at the request of senders or addressees and does not apply to the mass of registered items sent under normal conditions.

132.4 DOs which mark registered items in their internal service with a blue cross are recommended not to put this marking on items of this type originating abroad, as this procedure gives rise to complaints from senders of philatelic items.

132.5.10 To obtain greater service reliability and more efficient processing of inquiries, thus meeting customer needs, the delivering DO should clearly identify the name of the recipient of a registered item. This procedure can save time and resources in the inquiry process, where too much time is sometimes spent trying to decipher illegible signatures.


E.5

The expression “any clear and legible indication permitting unambiguous identification of the person signing” is designed to cover languages in which capital letters do not exist, situations where the addressee is unable to write, and cases where electronic means are used to obtain signatures. Therefore, in addition to the recipient’s name in capital letters, identification by means of a stamp, electronic recording of the recipient’s name or fingerprinting are regarded as valid procedures.

132.5.11 The POC recommends that DOs adhere to the technical specifications in the UPU Technical and Messaging Standards Publications (recommendation CEP �/�004).

Prot Article RL VRegistered M bags

� Canada and the United States of America shall be authorized not to accept registered M bags and not to provide registered handling for such bags received from other countries.

Article RL �33Recorded delivery items

� Letter-post items may be sent by the recorded delivery items service in relations between designated operators which agree to provide this service.

� The charge on recorded delivery items shall be paid in advance. It shall be made up of the postage charge and of a recorded delivery charge fixed by the member country or designated operator of origin. This charge shall be less than the registration charge.

CN 04

LAUSANNE 1No. 460

Letter Post, 24th Congress 2008, art RL 132.5.2 – Size 37 x 13 mm, with capital R in red or black, if the regulations of the designated operator of origin allow

R

RR 00 000 460 3 CH

CN 04

Letter Post, 24th Congress 2008, art RL 132.5.2 – Size 74 x 26 mm, with capital R and line under serial number in red or black, if the regulations of the designated operator of origin allow

LAUSANNE 1R

Letter Post – Conv Art �3; RL �3�; Prot Art RL V and form; RL �33

E.6

3 Admission3.� No special condition as to form, closing or method of address shall be

prescribed.3.� A receipt shall be issued free of charge to the sender at the time of

posting.

4 Marking of items4.� Items shall bear a CN 05 label which must adhere properly.4.� The label shall be placed on the address side, in so far as possible in

the top left-hand corner, beneath the sender’s name and address where these are given. In the case of items in the form of cards, the label shall be placed above the address in such a way as not to affect its legibility.

4.3 With the authorization of the designated operator of origin, users may use for their items envelopes bearing, in the place provided for affixing the CN 05 label, a preprinted facsimile of that label, the dimensions of which may not be less than those of the CN 05 label. If need be, the serial number may be indicated therein by any process whatsoever, as long as it is added in sharp, clear and indelible form. A facsimile of the CN 05 label may also be printed on address labels or direct on to the contents of items dispatched in envelopes with transparent panels, as long as such facsimile is placed in all cases at the left-hand side of the panel.

4.4 The designated operator of origin shall ensure that items are correctly marked in conformity with the above provisions. It shall be required to correct any deficiencies noted before forwarding the items to the countries of destination.

4.5 No serial number shall be placed on the front of items by the intermediate designated operators.

Commentary133.1 The aim of this service is to give proof of posting and delivery without, however, offering any more security than is given to ordinary items.

133.2 The components of the charge are similar to those of registered items. However, member countries or DOs have authority to fix their own charge, provided that it is less than their registration charge. No other charges are necessary, e.g. for additional security or to cover risks of force majeure, because these additional features are not envisaged for the recorded delivery items service.

133.4.1 The placing of the labels and the replacement of a label by a pre-printed facsimile are under similar conditions to those applying to registered items.DOs using barcodes in their service may use CN 05 labels in accordance with the following models bearing these codes in addition to the information already provided for.

133.4.3 The Letter Post Compendium lists the DOs which permit replacement of the CN 05 label by a pre-printed facsimile.


E.7

Article RL �34Insured items

� Priority and non-priority items and letters containing securities, valuable documents or articles may be exchanged with insurance of the contents for the value declared by the sender. This exchange shall be restricted to relations between designated operators which have declared their willingness to admit such items, whether reciprocally or in one direction only.

� Insured value�.� In principle, the amount of the insured value shall be unlimited. Every

member country or designated operator may limit the insured value, so far as it is concerned, to an amount which may not be less than 4,000 SDR or to an amount at least equal to that adopted in its internal service if that amount is less than 4,000 SDR. The insured value adopted in the internal service shall be applicable only if it is equal to or higher than the amount of the indemnity set for the loss of a registered item.

�.� In the service between member countries or designated operators which have adopted different maxima for the insured value, the lower limit shall be observed by both.

�.3 The insured value may not exceed the actual value of the contents of the item, but it shall be permissible to insure only part of that value. The amount of the insurance for papers whose value resides in the cost of their preparation may not exceed the cost of replacing the documents in case of loss.

CN 05

Recorded deliveryNo. A 123456

Letter Post, 24th Congress 2008, art RL 133.4.1 – Size 37 x 13 mm, colour yellow

CN 05

Letter Post, 24th Congress 2008, art RL 133.4.1 – Size 74 x 26 mm, colour yellow

AA 00 123 456 8 SERecorded delivery

Letter Post – Conv Art �3; RL �33 and form; RL �34

E.8

�.4 Fraudulent insurance for a value greater than the actual value of the contents of an item shall be liable to the legal proceedings prescribed by the legislation of the country of origin.

�.5 The insured value shall be expressed in the currency of the country of origin. It shall be written by the sender or his representative above the address of the item in words with roman lettering and in arabic figures, without erasure or alteration, even if certified. The amount of the insured value shall not be written in pencil or indelible pencil.

�.6 The amount of the insured value shall be converted into SDRs by the sender or by the office of origin. The result of the conversion, rounded up where appropriate to the nearest unit, shall be shown in figures at the side of or below those representing the value in the currency of the country of origin. Conversion shall not be carried out in direct services between countries which have a common currency.

�.7 When circumstances of any kind or statements made by the interested parties bring to light a fraudulent insurance for a value greater than the actual value enclosed in an item, the designated operator of origin shall be advised promptly. Any documents in support of the investigation shall be attached to the advice. If the item has not yet been delivered to the addressee, the designated operator of origin may ask for its return.

3 Charges. Maximum amount3.� The charge on insured items shall be paid in advance. It shall be made up

of the ordinary postage charge, the fixed registration charge laid down in article RL �3� and an insurance charge.

3.�.� Instead of the fixed registration charge, designated operators may collect the corresponding charge of their internal service or, exceptionally, a charge the guideline amount of which shall be 3.�7 SDR.

3.�.� The guideline amount of the insurance charge shall be 0.33 SDR for each 65.34 SDR of insured value or fraction thereof, or 0.5% of the scale of the insured value. This charge shall apply whatever the country of destination, even in countries which undertake to cover risks of force majeure.

3.� In cases where exceptional security measures are required, designated operators may collect from the sender or from the addressee, in addi-tion to the charges mentioned under 3.�.� and 3.�.�, the special charges provided for by their internal legislation.

4 Designated operators shall have the right to provide their customers with an insured items service in accordance with specifications other than those defined in this article.

5 Admission5.� Designated operators shall take the necessary measures to provide, as far

as possible, the insured items service at every office in their countries.5.� Insured items shall fulfil the following conditions to be admitted to the

post.5.�.� Insured items shall be made up in such a way that the contents cannot be

tampered with without obvious damage to the envelope, the packing or the


E.9

seals and shall be sealed by effective means such as fine adhesive tape with a special uniform design or mark of the sender. Designated opera-tors may, however, agree not to require such design or mark. In this case, designated operators of origin shall put some postmarks on the adhesive tape or the closing edge of the item to prevent alterations. If its regula-tions so permit, the designated operator of origin shall recommend that its customers use envelopes specially made for sending insured items. The use of non-tamper-proof self-adhesive envelopes shall be prohibited for insured items.

5.�.� Transparent envelopes or wrappers, and/or envelopes with one or more than one transparent panel, shall not be admitted.

5.�.3 Notwithstanding paragraph 5.�.�, designated operators may require insured items to be sealed with identical wax seals, lead seals or other effective means, with a special uniform design or mark of the sender.

5.�.4 Designated operators that do not adhere to the provisions contained in paragraph 5.�.� and 5.�.3 and send insured items without seals shall not be entitled to compensation for the insured value in the event of loss, theft or damage. Such items shall be treated as registered items and compen-sated as such.

5.�.5 The seals, the postage stamps representing the prepaid postage, and the postal service and other official service labels shall be spaced out so that they cannot serve to hide damage to the envelope or to the packing. The postage stamps and the labels shall not be folded over the two sides of the envelope or the packing so as to cover an edge. It shall be forbidden to affix to items labels other than those relating either to the postal service or to official services whose intervention may be required under the national legislation of the country of origin.

5.�.6 If the items are tied round crosswise with string and sealed as described under 5.�.�, the string itself need not be sealed.

5.3 Items which have the exterior appearance of a box must fulfil the following additional conditions.

5.3.� They shall be of wood, metal or plastic and sufficiently strong.5.3.� The walls of wooden boxes shall have a minimum thickness of 8 mm.5.3.3 The top and bottom shall be covered with white paper to take the address

of the addressee, the declaration of the insured value and the impression of the official stamps. These boxes shall be sealed on the four sides in the manner described under 5.�.�. If required for ensuring inviolability, the boxes shall be tied round crosswise with strong string without knots. The two ends of the string shall be joined under a wax seal bearing a special uniform design or mark of the sender.

5.4 A receipt shall be handed over free of charge to the sender of an insured item at the time of posting.

5.5 The prepaid postage may be denoted by an indication showing that the postage has been paid in full, for example: “Taxe perçue” (Charge collected). This indication shall appear in the top right-hand part of the address side and be authenticated by an impression of the date-stamp of the office of origin.


E.�0

5.6 Items addressed to initials or the address of which is shown in pencil and those which have erasures or corrections in their address shall not be admitted. Such items which have been wrongly admitted shall be returned to the office of origin.

6 Marking and treatment of items6.� Insured items shall bear a CN 06 label bearing in roman letters the letter V,

the name of the office of origin and the serial number of the item.6.� The exact weight in grammes shall be marked on the item.6.3 The CN 06 label and the indication of the weight shall be placed on the

address side and, in so far as possible, in the top left-hand corner, beneath the sender’s name and address where these are given.

6.4 Designated operators may however replace the CN 06 label by the CN 04 label prescribed in article RL �3�.5.�, and a small pink label bearing in bold letters the words “Valeur déclarée” (Insured).

6.5 A stamp impression showing the office and date of posting shall be applied to the address side.

6.6 No serial number shall be placed on the front of items by the intermediate designated operators.

6.7 The office of destination shall apply to the back of each item an impres-sion of its stamp showing the date of receipt.

6.8 The delivering designated operator shall obtain a signature of accept-ance or some other form of evidence of receipt from the recipient when delivering or handing over an insured letter-post item. In addition to the signature, the name in capital letters or any clear and legible indication permitting unambiguous identification of the person signing shall also be obtained.

6.9 Additionally, designated operators may establish systems that generate electronic delivery confirmation data, and agree to exchange such data with the designated operators of origin of the items.

6.�0 Designated operators that have established systems that generate elec-tronic delivery confirmation shall have the right to use signatures captured electronically from these systems, to provide proof of delivery by indi-vidual item to the sending designated operator, subject to CN 08 inquiry by the sending designated operator. The electronic delivery confirmation data may be provided electronically (e-mail) or in hard-copy form at the discretion of the delivering designated operator.

Commentary134.1 In addition to securities (banknotes, cheques, bearer bonds and instruments negotiable at banks), “papers representing a value” such as lottery tickets, postage stamps and travel instruments are also accepted in practice.The DOs providing this service are listed in the Letter Post Compendium.

134.2.2 It is at the discretion of each country, in order to prevent the flight of capital and particularly the export of securities, to limit the amounts which may be sent by insured items.

134.2.3 As it is optional, and not compulsory, for the public to insure the value for which indemnity is to be available in case of loss, the sender need not insure it at all; logically, therefore, he is also free to insure only part thereof.


E.��

134.2.4 Insurance of a value lower than the actual value cannot be considered fraudulent, since this is authorized and consequently cannot be made the subject of legal proceedings.

134.2.5 Here the word “sender” is used merely to prevent postal employees from entering the insured value themselves.

134.3.1 The insured items are subject to a pro rata insurance charge which is retained by the DO levying it. Redirection or return to origin does not involve the levying of new insurance charges.

134.3.1.2 The reference to the percentage was introduced for the benefit of countries which use a scale lower than the equivalent of 65.34 SDR, in order to make clear that the insurance charge is a pro rata charge.

134.3.2 This option to apply special charges should be restricted to cases where special security arrange-ments are made at the request of certain regular senders or recipients of very high value consignments. It should not be used in respect of the great majority of insured items for which only the normal precautions are taken.With regard to the security of valuable items conveyed by the Post, DOs are recommended:– to review periodically, in close consultation with their countries’ airlines, security arrangements for the

conveyance by their services of international registered and insured airmail items;– to apply as far as possible, and as the volume of traffic requires, security measures covering in

particular: – constructional and technical protection measures (air and surface traffic); – security measures during the performance of postal operations at offices of exchange and

airports.(Recommendation C 63/Lausanne �974)

134.4 This option refers, in particular, to the provision of a service corresponding to a private insurance which requires no special make-up of items, no special handling and no particular involvement of the DO of destination.

134.5.2 The provisions of this art do not prevent DOs from requiring that insured items be submitted open to the office of origin, in order that they may ascertain whether the arts contained therein may be exported and, where appropriate, levy export duty and other non-postal charges to which such arts are liable. On the other hand, verification may not extend to whether the insured value corresponds to the actual contents, since a declaration of value lower than the real value is admissible. The right of the DO of origin to demand that an insured item should be brought open and subsequently closed by the sender in no way exempts it from responsibility. In the event of theft, however, the fact that the contents were checked at the time of posting may be advanced as proof that the theft occurred after the item was handed over to the Post.

134.5.2.1 Envelopes made of glazed paper are not admitted. The use of airmail envelopes made of light-weight paper is to be proscribed.

134.5.2.5 In certain countries, exports of high-value arts such as diamonds are subject under national legislation to control formalities, the completion of which is certified by affixing official seals to the outer packing.

134.6.1 The name of the office may be shown by the use of a rubber stamp.DOs using barcodes in their service may use CN 06 labels in accordance with the following models bearing these codes in addition to the information already provided for.

134.6.4 The use of a single CN 06 label should become the rule.

134.6.8 To obtain greater reliability in the insured service and more efficiency in the inquiry process, thus meeting customer needs, the delivering DO should clearly identify the name of the recipient of an insured item. This procedure can save time and resources in the inquiry process, where too much time is some-times spent trying to decipher illegible signatures.


E.��

The expression “any clear and legible indication permitting unambiguous identification of the person signing” is designed to cover languages in which capital letters do not exist, situations where the addressee is unable to write, and instances where electronic means are used to obtain signatures. Therefore, in addi-tion to the recipient’s name in capital letters, identification by means of a stamp, electronic recording of the recipient’s name or fingerprinting are regarded as valid procedures.

134.6.9 The POC recommends that DOs adhere to the technical specifications in the UPU Technical and Messaging Standards Publications (recommendation CEP �/�004).

Prot Article RL VIMaximum limits for insured items

� Notwithstanding article RL �34, Sweden reserves the right to restrict the value of the contents of registered and insured letter-post items for Sweden, according to the following maximum limits:

Inward letter-post items

Maximum commercial Maximum Maximum value of contents insured value indemnity

Registered 500 SDR – 30 SDRitems (M bag: �50 SDR)

Insured items �,000 SDR �,000 SDR �,000 SDR

� The restriction cannot be circumvented by partial insurance of the value exceeding �,000 SDR. There are no new restrictions on the nature of the contents of registered and insured items. Items with a value exceeding these limits will be returned to origin.

3 Notwithstanding article RL �34, Denmark reserves the right to restrict the value of the contents of inward registered or insured letter-post items containing money or securities of any kind payable to the bearer, according to the following maximum limits:

Inward letter-post items


Registered �00 SDR – 30 SDRletter-post items

Insured 4,000 SDR 4,000 SDR 4,000 SDRletter-post items

3.� These limits cannot be circumvented by taking out partial insurance on the amount exceeding 4,000 SDR.

Letter Post – Conv Art �3; RL �34; Prot Art RL VI

E.�3

Prot Article RL VIIInsured items

� Notwithstanding article RL �34, France reserves the right to limit the value of the contents of insured letter-post items for France, according to the following maximum limits:


Insured items 630 SDR 630 SDR 630 SDR

� These limits may not be circumvented by partial insurance of the value exceeding 630 SDR. Items with a value exceeding this limit will be returned to origin. It is not possible to declare a value lower than the commercial value of the item.

CN 06

STOCKHOLM 1No. 372

Letter Post, 24th Congress 2008, art RL 133.4.1 – Size 37 x 13 mm, colour pink

V

VV 00 000 372 7 SE

CN 06

Letter Post, 24th Congress 2008, art RL 133.4.1 – Size 74 x 26 mm, colour pink

Note. – Designated operators using bar codes in their service may useCN 04, CN 05 and CN 06 labels in accordance with the above models bearing these codes in addition to the information alreadyprovided for

STOCKHOLM 1V

Letter Post – Conv Art �3; Prot Art RL VII and form

E.�4

Article RL �35Cash-on-delivery items

� Certain letter-post items may be sent cash-on-delivery. The exchange of cash-on-delivery items shall require prior agreement between designated opera-tors of origin and destination. These designated operators may agree to apply provisions of the Postal Payment Services Agreement and its Regulations.

� Items accepted�.� On the basis of bilateral agreements, unregistered items, registered items

and insured items which fulfil the conditions laid down in these Regula-tions may be sent cash-on-delivery.

�.� Designated operators shall be entitled to restrict the cash-on-delivery service to some only of the above-mentioned categories of item.

3 Charge3.� The member country or designated operator of origin of the item shall

freely decide the charge to be paid by the sender, in addition to the postal charges payable on the category to which the item belongs.

4 Role of office of posting4.� Indications to be given on the COD items. Labels. COD items shall bear

very prominently, on their address side, the heading “Remboursement” (COD), followed by the COD amount. They shall also bear on the address side, in so far as possible in the top left-hand corner, beneath the send-er’s name and address where these are given, an orange label in the form of the specimen CN �9. Alternatively, designated operators may provide these indications by means of a CN �9bis label.

4.� The CN 04 label provided for in article RL �3�.5.� (or impression of the special stamp instead) shall be applied wherever possible in the top corner of the CN �9 label; alternatively, instead of the CN 04 and CN �9 labels, designated operators may use a single CN 30 label bearing in roman letters the name of the office of origin, the letter R, the serial number of the item and an orange triangle containing the word “Remboursement” (COD).

4.3 Every COD item shall be accompanied by a form CN �9ter on the basis of which a separate postal payment order shall be issued.

5 Role of office of destination5.� The designated operator which has delivered the item to its addressee

shall issue its own postal payment order (MP � or VP �) on the basis of the data on the CN �9ter form, in favour of the sender of the item.

6 Redirection6.� Any item on which a COD charge is payable may be redirected if the desig-

nated operator of the country of new destination provides this service in its relations with the country of origin.


E.�5

Commentary135.4.3 The �4th Congress (Geneva, �008) approved a new Postal Payment Services Agreement which no longer contains provisions on COD. The old COD money order form (TFP 3) was also removed from the PPSA Regs. The POC approved a new form CN �9ter (international COD coupon).Form CN �9ter is a postal form as opposed to a postal payment form. It is completed by the sender of a COD item, and must accompany the postal item concerned. The DO delivering the item will issue a separate payment order on the basis of the information provided, as indicated on the coupon.As stated in article �3.3.3 of the Conv, COD is a supplementary service for DOs.

Letter Post, 24th Congress 2008, art RL 135.4.2 – Size 37 x 18 mm (base x height), colour orange

COD

CN 29

CN 29bisCOD

Letter Post, 24th Congress 2008, art RL 135.4.1 – Size 105 x 75 mm, triangle orange

Currency unit/amount

to be credited to account No.

of (bank)

Giro centre/Bank branch

Letter Post – Conv Art �3; RL �35 and forms

E.�6

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E.�8

Article RL �36Express items

� At the sender’s request, letter-post items for countries where the designated operator performs the service shall be delivered by special messenger as soon as possible after their arrival at the delivery office. Any designated operator shall have the right to confine this service to priority items, to airmail items and, when this is the only means used between two designated operators, to surface LC items.

� Charge�.� Express items shall be subject, in addition to the postage, to a charge which

may not be less than the amount of postage prepayable on an unregis-tered priority/non-priority item, as the case may be, or on an unregistered single rate letter and the guideline amount for this charge is �.63 SDR. For each M bag, designated operators shall collect, instead of the charge per item, a bulk charge not exceeding five times the charge per item. This charge must be fully paid in advance.

�.� When express delivery involves special demands, an additional charge may be collected in accordance with the provisions relating to items of the same kind in the internal service.

�.3 If the regulations of the designated operator of destination permit, addressees may ask the delivery office for express delivery immediately on arrival of items which are intended for them. In that case the desig-nated operator of destination shall be authorized to collect, on delivery, the charge that applies in its internal service.

3 Marking3.� Items for express delivery shall be provided with either a special bright red

printed label or a stamp impression in the same colour bearing the word “Exprès” in bold letters. In the absence of a label or a stamp impression, the word “Exprès” shall be written in very bold red capital letters. Where possible, the label or stamp impression shall be of the shape reproduced below. The “Exprès” label, impression or indication shall be placed on the address side, in so far as possible in the top left-hand corner, beneath the sender’s name and address where these are given.

...................

LAUSANNE 1460No.R

COD

...................

...............................................

...............................................

CN 30

Letter Post, 24th Congress 2008, art RL 135.4.2 – Size 37 x 13 mm, triangle orange

Letter Post – Conv Art �3; RL �35 and forms; RL �36

E.�9

4 Treatment of items4.� Express items may be dealt with in a different manner as long as the overall

level of the service provided to the addressee is at least equal to that which would have been obtained through special messenger delivery.

4.� Designated operators which have various streams of letter mail shall enter express items into the fastest internal letters stream upon their arrival at the inward office of exchange and thereafter handle these items in the speediest manner possible.

4.3 If the items arrive at the delivery office after the last routine delivery, they shall be delivered by special messenger on the same day and under the same conditions as apply internally, in those countries which provide this facility.

4.4 Additionally, designated operators may provide electronic delivery confir-mation and agree to exchange such delivery data with the designated operators of origin of the items.

4.5 Where its regulations so provide, the designated operator of destination may deliver by express an advice of arrival of an insured item and not the item itself.

4.6 If express items have to be submitted to customs control, designated operators should:

4.6.� present them to Customs as soon as possible after their arrival; and4.6.� encourage the customs authorities in their country to carry out the control

of these items speedily.4.7 Express items on which the total amount of the charges payable in advance

has not been completely paid shall be delivered as ordinary mail unless they have been treated as express by the office of origin. In the latter event a charge shall be collected on them in accordance with article RL ��8.7.

4.8 Designated operators may confine themselves to making only one attempt at express delivery. Any subsequent attempt to perform express delivery of

By air mail Priority


E.�0

the item shall not necessarily be obligatory. The item shall then be treated as an ordinary item.

Commentary136.1 The DOs admitting express items are listed in the Letter Post Compendium.As the special express charge remains the property of the country of origin while the service is performed by the country of destination, reciprocity is obligatory in all cases and it would not be admissible for a DO, for instance, to admit express items for dispatch and refuse to undertake this service on receiving them.DOs of origin may also decide to give outward express items preferential treatment compared with priority or airmail items.Delivery by special messenger is not the only way to provide express service, and it is also very expen-sive. One alternative is handling and processing of these items in a dedicated stream, with tight service standards.

136.4.4 In recommendation CEP 3/�003, the POC recommended that DOs offer this service on the basis of the specifications provided in document POC C � �003–Doc 4a.Annex �.Attachment �, sections � and 3 of which are reproduced below:

2 Description of the product

2.1 ThestrategyistodevelopaseparatebrandedExprèsproduct,with: – pricing and positioning, in the Posts’ portfolio of products, between EMS and priority letter, as

an upmarket letter service, not as a courier service; – service objective: reliable and consistent delivery, not time-certain; – contents, weight and size conforming to the UPU letter standards; – registered or insured service not included; – common branding + logo.

2.2 Features–PostExprès – A delivery standard target of �00% (this will vary from country to country, depending on its size

and distribution network). – Specified delivery times (which will depend on distance from destination). – Prompt customer satisfaction, with agreed response times. – Track and trace service as per agreed specifications. – Quality of service monitoring on which enhanced payments will be based. – Insurance, pricing and money-back guarantee may be decided by each DO. – The name Post Exprès has been adopted. – A subsidiary product name may be used instead of “Post” in the logo. “Post” may also appear

in the local language. e.g. La Poste.

3 Track and trace – Tracking at item level – specifications

3.� Countries must use code 39 or code ��8 symbology for their outbound Exprès items.

3.� Items with one of the two aforementioned codes will be scanned. Countries will not overlabel incoming items, even in cases where they do not conform to code 39 or code ��8. If a receiving country decides


E.��

to overlabel items, it will be expected to cross-reference the incoming barcode with the newly applied one so that items can be traced from end to end.

3.3 A �3-character UPU standard format barcode has been agreed, as per S�0 in the UPU Technical Standards Manual.

3.4 The service indicator will be LX, LD LY or any code between LA and LY, as agreed among the members. The United States of America will use other indicators in addition to LX, e.g. LZ.

3.5 It has been agreed to capture and exchange three compulsory scans: i captured at the outbound EO and exchanged using PREDESV� V� containing Exprès item infor-

mation; ii captured at the inbound EO and exchanged using either the D event in the EMSEVTV� message

or using RESDES in response to a PREDESV�. The preference is for a combination of both a ‘D’ event and a RESDES;

iii captured at delivery or attempted delivery and exchanged using events H and/or I in the EMSEVTV� message.

136.4.8 If the sender asks for a second attempt at express delivery to be made the DOs are authorized to collect the express delivery charge applicable in the internal service.

Article RL �37Advice of delivery

� In those designated operators which offer the advice of delivery service to customers, the sender of a registered item, a recorded delivery item or an insured item may apply for an advice of delivery at the time of posting by paying a charge the guideline amount of which shall be 0.98 SDR. This advice of delivery shall be returned to him by the quickest route (air or surface).

� Marking of items with advices of delivery�.� Items for which the sender requests an advice of delivery shall bear in

bold type on the address side the letters A.R. The sender shall give his name and address in roman letters on the outside of the item. The latter indication, when it appears on the address side, shall be placed in the top left-hand corner. This position shall as far as possible also be assigned to the letters A.R., which may be located beneath the sender’s name and address where these are given.

�.� The items mentioned under �.� shall be accompanied by a light red CN 07 form of the consistency of a postcard. The CN 07 form shall bear in bold type the letters A.R. The sender shall complete, in roman letters and using means other than ordinary pencil, the various sections as indicated by the form’s layout. The front of the form shall be completed by the office of origin or by any other office appointed by the dispatching designated operator and be securely attached to the item. If the form does not reach the office of destination that office shall automatically make out a new advice of delivery.

�.3 In calculating the postage on an advice of delivery item, including, where applicable, calculation of the air surcharge, the weight of the CN 07 form may be taken into account. The advice of delivery charge shall be repre-sented on the item with the other charges.


E.��

3 Treatment of advices of delivery3.� As a matter of priority the advice of delivery shall be signed by the addressee

or, if that is not possible, by another person authorized to do so under the regulations of the country of destination. If those regulations so provide and except in the case of delivery to the addressee in person, the advice may be signed by the official of the office of destination. In addition to the signature, the name in capital letters or any clear and legible indication permitting unambiguous identification of the person signing shall also be obtained.

3.� The office of destination shall return the duly completed and signed CN 07 form direct to the sender by the first mail. This form shall be sent à découvert and post-free by the quickest route (air or surface). If the advice of delivery is returned without having been duly completed, the irregularity shall be notified by means of the CN 08 form provided for in article RL �50.�, to which the relevant advice of delivery shall be attached.

3.3 When the sender inquires about an advice of delivery which he has not received within a normal period, this advice shall be requested free of charge on form CN 08. A duplicate of the advice of delivery, bearing on the front in bold letters the word “Duplicata” (Duplicate), shall be attached to the CN 08 inquiry form. The latter shall be dealt with in accordance with article RL �50.

Commentary137.3.1 To obtain greater service reliability and more efficient processing of inquiries, thus meeting customer needs, the delivering DO should clearly identify the name of the recipient of an item. This proce-dure can save time and resources in the inquiry process, where too much time is sometimes spent trying to decipher illegible signatures.The expression “any clear and legible indication permitting unambiguous identification of the person signing” is designed to cover languages in which capital letters do not exist, situations where the addressee is unable to write, and instances where electronic means are used to obtain signatures. Therefore, in addi-tion to the recipient’s name in capital letters, identification by means of a stamp, electronic recording of the recipient’s name or fingerprinting are regarded as valid procedures.

137.3.2 For the model of the CN 08 form, see art RL �50.


E.�3

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Letter Post – Conv Art �3; RL �37, form

E.�4

Article RL �38Delivery to the addressee in person

� At the sender’s request, and in the service between those designated opera-tors which have given their consent, registered items, recorded delivery items and insured items shall be delivered to the addressee in person. Designated operators may agree to allow this option only for such items accompanied by an advice of delivery.

� In all cases, the sender shall pay a charge for delivery to the addressee in person the guideline amount of which shall be 0.�6 SDR.

3 Marking and treatment of items for delivery to the addressee in person3.� Items for delivery to the addressee in person shall bear in bold letters the

words “À remettre en main propre” (For delivery to the addressee in person) or the equivalent in a language known in the country of destination. This indication shall appear on the address side and, in so far as possible, in the top left-hand corner, beneath the sender’s name and address where these are given.

3.� When the sender has requested an advice of delivery and delivery to the addressee in person, the CN 07 form shall be signed by the addressee or, if that is not possible, by his duly authorized representative. In addition to the signature, the name in capital letters or any clear and legible indication permitting unambiguous identification of the person signing shall also be obtained.

3.3 Designated operators shall make a second attempt to deliver such items only if there is a presumption that it will be successful and if the internal regulations so permit.

Commentary138.1 DOs permitting delivery to the address in person are listed in the Letter Post Compendium.

138.3.2 See comments on art. RL �37.3.�.

Article RL �39Items for delivery free of charges and fees

� In the service between designated operators which have notified their agree-ment to that effect senders may, by means of a previous declaration at the office of origin, undertake to pay the whole of the charges and fees to which the letter-post items are subject on delivery. So long as a letter-post item has not been delivered to the addressee, the sender may ask after posting that the item be delivered free of charges and fees.

� Charges�.� Senders shall undertake to pay the amounts which may be claimed by the

office of destination. If necessary, they shall make a provisional payment.


E.�5

�.� The designated operator of origin shall collect from the sender a charge, the guideline amount of which shall be 0.98 SDR, which it shall retain as payment for services rendered in the country of origin.

�.3 In the case of a request made after posting of a letter-post item, the desig-nated operator of origin shall also collect an additional charge the guide-line amount of which shall be �.3� SDR per request.

�.4 The designated operator of destination shall be authorized to collect a commission charge the guideline amount of which shall be 0.98 SDR. This charge shall be independent of the presentation-to-Customs charge. It shall be collected from the sender on behalf of the designated operator of destination.

3 Every designated operator may restrict to registered and insured letter-post items the service of delivery free of charges and fees.

4 Marking and treatment of items4.� Items for delivery to addressees free of charges and fees shall bear in

bold letters the heading “Franc de taxes et de droits” (Free of charges and fees) or a similar indication in the language of the country of origin. These items shall be provided with a yellow label also bearing in bold letters the indication “Franc de taxes et de droits”. The heading and the label shall be placed on the address side, in so far as possible in the top left-hand corner, beneath the sender’s name and address where these are given.

4.� Every item sent free of charges and fees shall be accompanied by a CN �� franking note. The sender of the item shall complete the text of the right-hand side of the front of parts A and B of the franking note. The dispatching office shall insert the postal service indications. The sender’s entries may be made with the use of carbon paper. The text shall include the undertaking prescribed in �.�. The franking note, duly completed, shall be securely attached to the item.

4.3 The sender may ask, after posting, for the item to be delivered free of charges and fees.

4.3.� If the request is to be forwarded by post, the office of origin shall inform the office of destination in an explanatory note. This latter shall bear the prepayment of the charge due. It shall be forwarded as a registered item by the quickest route (air or surface) to the office of destination accompa-nied by a franking note duly completed. The office of destination shall affix the label prescribed under 4.� to the item.

4.3.� If the request is to be forwarded by telecommunication, the office of origin shall inform the office of destination by telecommunication and at the same time advise the relative particulars of the posting of the item. The office of destination shall automatically make out a franking note.

5 Return of part A of franking notes. Recovery of charges and fees5.� After delivery to the addressee of an item for delivery free of charges and

fees, the office which has advanced the customs or other charges on behalf of the sender shall complete, so far as it is concerned, with the use of carbon paper, the details appearing on the back of parts A and B


E.�6

of the franking note. It shall send part A, accompanied by the supporting vouchers, to the office of origin of the item; these shall be sent in a closed envelope, without indication of the contents. Part B shall be retained by the designated operator of destination of the item for settlement with the debtor designated operator.

5.� However, any designated operator may arrange for part A of franking notes on which charges have been levied to be returned by specially appointed offices and request that this part be forwarded to a specified office.

5.3 The name of the office to which part A of the franking notes are to be returned shall be entered in every case on the front of this part by the office dispatching the item.

5.4 When an item bearing the words “Franc de taxes et de droits” (Free of charges and fees) reaches the service of destination without a franking note, the office responsible for customs clearance shall prepare a dupli-cate note; on parts A and B of this note it shall show the name of the country of origin and, as far as possible, the date of posting of the item.

5.5 When the franking note is lost after delivery of an item, a duplicate shall be prepared under the same conditions.

5.6 Parts A and B of the franking notes relating to items which for any reason are returned to origin shall be cancelled by the designated operator of destination.

5.7 On receipt of part A of a franking note showing the charges paid out by the service of destination, the designated operator of origin shall convert the amount of those charges into its own currency. The rate used shall not be higher than the rate fixed for the issue of postal money orders intended for the country concerned. The result of the conversion shall be shown in the body of the form and on the coupon at the side. After recovering the amount of the charges, the office appointed for that purpose shall hand to the sender the coupon from the note and any supporting vouchers.

6 Accounting with the designated operator of origin of items6.� Accounting in respect of customs charges and fees and other charges paid

out by each designated operator on behalf of another shall be carried out by means of CN �� detailed monthly accounts, drawn up by the creditor designated operator in the currency of its own country. The data in parts B of the franking notes which have been retained shall be entered in the alphabetical order of the offices which have advanced the charges and in the numerical order given to them.

6.� If the two designated operators concerned also operate the parcel-post service in their relations with each other, they may, in the absence of notice to the contrary, include in the accounts for the customs charges and fees and other charges of that service those of the letter post.

6.3 The CN �� detailed account, accompanied by parts B of the franking notes, shall be forwarded to the debtor designated operator at the latest by the end of the month following that to which it relates. “Nil” accounts shall not be prepared.

6.4 The accounts shall be settled separately. Each designated operator may, however, request that these accounts be settled with those for money


E.�7

orders or with CP 75 accounts for postal parcels, without being incorpo-rated in them.

Commentary139.1 DOs permitting items for delivery free of charges and fees are listed in the Letter Post Compen-dium.DOs are recommended to include the service for delivery free of charges and fees as widely as possible in their range of letter-post services and in their relations with other DOs that already offer the service (recom-mendation C 3�/Washington �989).

139.2.1 “Provisional payment” is to be understood to mean the payment of an amount covering the probable costs.


E.�8

CN 11

DETAILS OF CHARGES DUE(in the currency of the country of destination of the item)

Stamp of the offi ce which has recovered the charges

1 Also called “Commission charge”

TOTAL OF CHARGES ADVANCED

Amount (in fi gures, in the currency ofthe country of destination of the item)

Stamp of the offi ceadvancing the charges

Offi ce which has made the advance

No. of register SignatureDate

Amount (in fi gures after conversion)

In-register No.

Stamp of the offi ce which has recovered the charges

FRANKING NOTEDesignated operator

Letter Post, 24th Congress 2008, art RL 139.4.2 – Size 148 x 210 mm (148 x 105 mm when parts A and B are folded one upon the other), colour yellow

Part A(Back)

Part B(Front)

Coupon to be handed to the sender

Charge for deliveryfree of charges1

Customs duty

Presentation-to-Customs charge

Other charges

TotalTotal(after conversion)

To be fi lled in by the designated operator of origin (on return)

To be fi lled in by the designated operator of destination

Part B

Part A

Nature of the item Weight

No. Insured value

Offi ce of posting

Sender (name and full address)

Addressee (name and full address)

The item is to be deliveredfree of charges and fees,which I undertake to pay

Stamp of the offi ce of origin

Signature of sender

To be fi lled in by the dispatching designated operator

CN 11

Letter Post – Conv Art �3; RL �39, forms

E.�9

CN 11

DETAILS OF CHARGES DUE(in the currency of the countryof destination of the item)

1 Also called “Commission charge”

Part A(front)

Part B(Back)

Upper edgeof the formwhen partsA and Bare foldedone uponthe other

Charge for deliveryfree of charges1

Customs duty

Presentation-to-Customs charge

Other charges

Total

Part BTo be fi lled in by the designated operator of destination

TOTAL OF CHARGES ADVANCED

Amount (in fi gures, in the currency ofthe country of destination of the item)

Stamp of the offi ceadvancing the charges

Offi ce which has made the advance

No. of register Date Signature

Receipt


The sender has paid the chargesand fees indicated on the back


Offi ce of posting

No. Insured value

Nature of the item WeightTo be fi lled in by the dispatching designated operator Part A Designated operator

WeightNature of the item

No. Insured value

Offi ce of posting




Signature of sender

The item is to be deliveredfree of charges and fees,which I undertake to pay

To be returned to the offi ce of

FRANKING NOTE CN 11


E.30

Amount of each franking note (in national currency)

DETAILED MONTHLY ACCOUNTCustoms, etc, charges

CN 12Creditor designated operator

Debtor designated operator Month

Year

Date

Letter Post, 24th Congress 2008, art RL 139.6.1 – Size 210 x 297 mm

Ser

ial N

o.

Offi ce which made the advance ObservationsNo. of the franking note

Date of the advance

1 2 3 4 5 6

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

Creditor designated operatorSignature

NotesTo be fi lled in by typewriter or computer printer

Total


E.3�

Article RL �40International business reply service (IBRS)

� General�.� Designated operators may agree with each other to participate in an

optional international business reply service (IBRS). All designated opera-tors shall, however, be obliged to operate the IBRS “return” service.

�.� The purpose of the international business reply service (IBRS) is to enable authorized senders to prepay in advance reply items posted by their respondents residing abroad.

�.3 Designated operators which operate this service shall comply with the provisions laid down below.

�.4 Designated operators may, nevertheless, agree bilaterally on another system to be applied between themselves.

�.5 Designated operators may establish a compensation system that takes account of the costs borne.

� Operating methods�.� IBRS works as follows:�.�.� items from the authorized sender residing in country “A” sent to his

respondents residing in one or more countries “B” each contain an IBRS envelope, card or label;

�.�.� the respondents residing in country (or countries) “B” may use the IBRS envelopes, cards or labels to reply to the sender; IBRS items shall be regarded as priority items or ordinary airmail items prepaid in accordance with article RL ��4.�.�.4;

�.�.3 the IBRS items posted shall be transmitted to country “A” and delivered to the authorized sender.

�.� Member countries or designated operators shall be free to set the charges and conditions for authorizing use of the service and for handling the items posted.

�.3 Designated operators operating IBRS may do so either on a reciprocal basis or in one direction only (the “return” service). The latter procedure presupposes that the designated operator of country “B” accepts IBRS items for posting but does not issue authorization to use the service to customers residing on its territory.

�.4 Designated operators operating the service shall make clear to their customers, on authorizing use of the service, the obligation to conform to the provisions of this article and to the regulations in the Letter Post Manual.

3 Specifications for IBRS items3.� IBRS items may be in the form of cards or envelopes conforming to the

specimen provided for and to the regulations in the Letter Post Manual.3.� Items consisting of envelopes or packets bearing a label conforming to

the specimen provided for and to the regulations in the Letter Post Manual shall also be admitted as IBRS items.


E.3�

3.3 IBRS items shall conform to the size limits applicable to the equivalent letter-post items laid down in article RL ��. In respect of postcards or items in card form, IBRS items may also be accepted in accordance with article RL ��8.5. IBRS items shall not weigh more than 50 grammes.

3.4 IBRS items may contain correspondence and printed papers.3.5 Notwithstanding 3.3 and 3.4, designated operators may agree on a bilat-

eral basis to admit goods of no commercial value in IBRS items and to limit their weight to �50 grammes. Designated operators may agree bilat-erally to any further extensions of the service.

4 IBRS accounting charges4.� Each designated operator returning IBRS items to another designated

operator shall be entitled to collect from that designated operator a sum corresponding to costs incurred for returning the IBRS items.

4.� This sum shall be fixed on the basis of a charge per item and a charge per kilogramme. These charges shall be calculated as follows:

4.�.� the per item charge shall be fixed at 0.�5 SDR;4.�.� the per kilogramme charge shall be calculated, in principle, as indicated

in article RL �35.3, but according to the net weight. The kilogramme rates shall be fixed on the basis of not more than �0 average rates, each relating to a group of countries of destination and fixed according to the weight of mail for the different destinations within the group. The kilogramme rates shall be submitted to the International Bureau and published annually in the Transit Compendium.

4.3 Any revision of the charge mentioned under 4.�.� shall be based on avail-able economic data.

4.4 Unless the designated operators concerned decide otherwise, IBRS charges shall not be paid when the annual number of IBRS items returned by each designated operator is equal to or lower than �,000. When the annual number of IBRS items returned exceeds �,000 for one designated

IBRS/CCRI N°:

Priority/PrioritaireBy airmail/Par avion

REPLY PAID/RÉPONSE PAYÉEGREAT BRITAIN/GRANDE-BRETAGNE

MESSRS. T. Smith & Co.99 Temple StreetPRESTONGREAT BRITAINPR1 1ZY

NE PAS AFFRANCHIR

NO STAMP REQUIRED


E.33

operator, the amount paid shall take into account the number of IBRS items returned by both designated operators.

5 Accounting for IBRS charges5.� Preparation of CN 09 and CN �0 statements of IBRS items5.�.� After transmission of the last mail of every month, the office of exchange

of origin of the IBRS items shall prepare, by office of exchange of destina-tion, from the data on the CN 3� letter bills, a CN 09 statement of IBRS items sent. It shall then send these statements to its central administra-tion.

5.�.�.� When the CN 3� letter bill bears no data on the weight of IBRS items returned, a default weight of five grammes per item shall apply.

5.�.� For each designated operator of destination of the IBRS items, the desig-nated operator of origin shall prepare quarterly, from the particulars on the CN 09 statements, by office of origin, by office of destination and, where appropriate, by forwarding route, a CN �0 recapitulative statement of IBRS items.

5.�.3 The CN 09 statements shall be supplied to the designated operator of destination in support of the CN �0 recapitulative statement.

5.� Transmission and acceptance of CN 09 and CN �0 statements of IBRS items

5.�.� The CN �0 recapitulative statement shall be sent in duplicate to the desig-nated operators of destination of the IBRS items within five months of the end of the quarter to which it relates.

5.�.� After accepting it, the designated operator of destination of the IBRS items shall return one copy to the designated operator which prepared it. If the designated operator concerned has not received any notice of amend-ment within three months of the date of dispatch, it shall regard it as fully accepted. If verification reveals any discrepancies, the corrected CN 09 statement shall be attached in support of the duly amended and accepted CN �0 recapitulative statement. If the designated operator of origin of the IBRS items disputes the amendments made to the CN 09 statement, it shall confirm the actual data by sending photocopies of the CN 3� forms drawn up by the office of origin upon dispatch of the disputed IBRS items.

5.�.3 Designated operators may agree that the CN 09 and CN �0 statements shall be prepared by the designated operator of destination of the IBRS items. In this case, the acceptance procedure provided for under 5.�.� and 5.�.� shall be adapted accordingly.

5.3 Preparation, transmission and approval of IBRS accounts5.3.� The creditor designated operator shall be responsible for preparing the

accounts and forwarding them to the debtor designated operator.5.3.� The detailed accounts shall be prepared on a CN �9 form, on the basis of

the difference between the amounts to be brought to account based on the number and weight of IBRS items received and dispatched as appear from the CN �0 recapitulative statements.

5.3.3 The CN �9 detailed account shall be sent in duplicate to the debtor desig-nated operator as soon as possible after the end of the year to which it refers.


E.34

5.3.4 The debtor designated operator shall not be obliged to accept detailed accounts that are not sent to it within �� months of the end of the year concerned.

5.3.5 If the designated operator sending the detailed account receives no notice of amendment within three months of the date of dispatch, the account shall be regarded as fully accepted.

5.3.6 The CN �9 detailed accounts may be summarized in a CN 5� general account by the creditor designated operator under the conditions provided for in article RL �40.5.

5.4 General liquidation account and payment of IBRS charges5.4.� Article RL �48 shall apply to IBRS charges for which the creditor desig-

nated operator prepares a CN �0 statement.

Commentary140.1 The Seoul Congress urged all DOs to consider the possibility of joining IBRS, either to offer a full service or a one-way service, in order that the Post may maintain its competitive advantage. It also asked Restricted Unions to encourage their members to join, with the the aim of increasing traffic growth between their members (resolution C 5�/�994).DOs providing IBRS are listed in the Letter Post Compendium.

140.3.3 IBRS items must conform with the following points:– the two horizontal bars must be at least 3 mm thick and at least �4 mm apart; the words “RÉPONSE

PAYÉE” (REPLY PAID) must be printed on the first line and the name of the country of destination on the second line; both lines of text must be printed in capital letters;

– the address of the IBRS licensee must be printed below the two horizontal bars;– if an indication of the IBRS licence number is printed on the item, it must be shown under the

forwarding indication;– all the text and the symbols must be printed in a dark colour which contrasts clearly with the back-

ground of the item; in principle black or dark blue printing should be used, but DOs may permit other colours, provided that they result in dark printing contrasting clearly with a light background; on items printed in black and white, the terms “Prioritaire” (Priority) or “Par avion” (By airmail) may be given in a framework in a colour other than blue;

– translations in the languages of the countries of posting and destination of the item may be given in addition to the French indications.

140.5.1.1 For the model of the CN 3� form, see art RL �74.

140.5.3.6 For the model of the CN 5� form, see art RL �4�.

Prot Article RL VIIIIBRS accounting charges

� Cape Verde, Egypt, Kazakhstan, Kyrgyzstan, Morocco, Oman, Nepal, Qatar and Uzbekistan reserve the right to claim compensation of the costs of the IBRS service even when the annual number of items returned is less than or equal to the threshold laid down in article RL �40.4.4.

Letter Post – Conv Art �3; RL �40; Prot Art RL VIII

E.35


CN 09STATEMENT OF IBRS ITEMS SENTDesignated operator preparing the formDate

YearMonth

Designated operator of destination

Offi ce of exchange of destination

Dispatching offi ce of exchange

Dispatching designated operator

Date of dispatch

1

Number of bundles

Total to be entered on CN 10 statementOffi ce of destinationPlace and signature

WeightNumberof receptaclesMail No.

2 3 4kg

Summary of IBRS items from CN 31 letter bills

Weight Total weightTotalnumberof items

kg875 6

kg

Priority By surfaceBy air


E.36

RECAPITULATIVESTATEMENT OF IBRS ITEMS

CN 10Designated operator preparing the form

Date

Summary of CN 09 statements

Offi ce of origin Offi ceof destination

21

Designated operator of originPlace and signature

Seen and accepted by the designated operator of destinationPlace, date and signature

Total weight Total number of items Observations

543kg

Total to be entered on CN 19 account

By surfaceDispatching designated operator


Year

First quarter Third quarter

Second quarter Fourth quarter

PriorityBy air



E.37

CN 19

Year of account

Creditor designated operator

Date

DETAILED ACCOUNTIBRS charges

Debtor designated operator

1 IBRS items dispatched/received (Data from CN 10 forms – give weights in kg only)

Quarter

1st

2nd

3rd

4th

Mail dispatched

1st

2nd

3rd

4th

Mail received

Total for year1

By air

Total for year1

2 IBRS charges

Total amount (SDR)

kg

1 Weight to be entered on CN 61 account for payment of terminal dues

Weight Number of items

SDR

0.15SDR

A

C = A + B

B

Items dispatched

x rate

Totals (SDR)

Number of items

kg

SDR SDR

D

F = D + E

E

G = C – F

0.15

Seen and accepted by debtor designated operatorPlace, date and signature


Total amount (SDR)

Items received

x rate

Totals (SDR)

To be received (SDR)

By surface

kg

Weight Priority

Total

kg

kgkg

kg

kg

Number of items

By air By surface Total

Letter Post, 24th Congress 2008, art RL 140.5.3.2 – Size 210 x 297 mm

Weight


E.38

Final sums due

STATEMENTIBRS chargesDate

CN 20Designated operator

NotesStatement showing the balance of the CN 19 account

Year for which sums are due

Designated operator preparing the statement

Carried forward from the CN 19 detailed account

SDR

Designated operator preparing the statementSignature

Additional information

Letter Post, 24th Congress 2008, art RL 140.5.4.1 – Size 210 x 297 mm

Letter Post – Conv Art �3; RL �40; forms

E.39

Article RL �4�International business reply service – local response

� Designated operators may agree bilaterally to operate an optional IBRS – local response, either on a reciprocal basis or in one direction only (the return service).

� The IBRS – local response is based on IBRS but the prepaid responses use the domestic business reply design of the designated operator in which they are posted. The designated operator of the country of posting delivers these responses to a Post Office Box address in its territory, clears them from the P.O. box and dispatches them to the designated operator of origin in the international mail.

3 The details of this service shall be laid down bilaterally between the desig-nated operators concerned on the basis of guideline provisions defined by the Postal Operations Council.

Article RL �4�International reply coupons

� Designated operators shall be permitted to sell international reply coupons issued by the International Bureau and to limit their sale in accordance with their internal legislation.

� The value of the reply coupon provided for in article �3.4.� of the Convention shall be 0.74 SDR. The selling price fixed by the designated operators concerned may not be less than this value.

3 Reply coupons shall be exchangeable in any member country for postage stamps and, if not precluded by the internal legislation of the country of exchange, for postal stationery or postal prepayment marks or impressions representing the minimum postage prepayable on an unregistered priority letter-post item or an unregistered airmail letter sent abroad, whatever the country of destination.

4 The designated operator of a member country may, in addition, reserve the right to require the reply coupons and the items to be prepaid in exchange for those reply coupons to be presented at the same time.

5 International reply coupons shall conform to the annexed specimen CN 0�. They shall be printed, on paper bearing as a watermark the initials UPU in large letters, under arrangements made by the International Bureau. The name of the country of origin shall be printed on the coupons. They shall also have printed on them, inter alia, a standardized UPU barcode containing the ISO code of the country, the date of printing and the International Bureau selling price expressed in SDR. They shall be delivered once the designated operators have paid the amount of the invoice previously sent to them by the International Bureau, made up of the value of the coupons and associated production, transport and insurance costs.

Letter Post – Conv Art �3; RL �4� and �4�

E.40

6 Designated operators shall order international reply coupons from the International Bureau. The International Bureau shall prepare a delivery bill within ten working days of receipt of the order and send it to the designated operator concerned. The payment period shall be six weeks from the date on which the bill is sent. In the event of non-payment within this period, the bill and the related order shall be cancelled. However a designated operator with a credit at the Inter-national Bureau arising from an international reply coupon account may use it for the partial or full settlement of the delivery bill.

7 Each designated operator shall have the option of indicating the selling price on the reply coupons by means of a printing process or of asking the International Bureau for this price to be indicated at the time of printing.

8 The validity period of the coupon shall be indicated on it. Post offices shall satisfy themselves as to the genuineness of the documents when they exchange them and check particularly the presence of the watermark and other security features, details of which will be communicated in advance by the International Bureau. Reply coupons on which the printed text does not agree with the official text shall be refused as invalid. Exchanged reply coupons shall be marked with an impression of the date-stamp of the office exchanging them.

9 Exchanged reply coupons shall be returned to the International Bureau in packets of a thousand. Designated operators that exchange less than a thousand

1 This explanation is repeated on the back of the coupon in Arabic, Chinese, English, German, Russian and Spanish.

Letter Post, 24th Congress 2008, art RL 142.5 – Size 149 x 102 mm

1

Letter Post – Conv Art 13; RL 142 and form

E.4�

coupons per year may return the coupons they have exchanged to the International Bureau at the end of the year. They shall be sent together with a CN 03 statement prepared in duplicate and showing their total number and value. The value shall be calculated according to the rate provided for under �. In case of change in this rate, all reply coupons exchanged before the date of the change shall be sent in a single consignment including, by way of exception, broken lots; they shall be accompanied by a special CN 03 statement made out in the old value.

�0 After verification by the International Bureau, the CN 03 shall be duly dated and signed and returned to the designated operator. At the end of every quarter, the International Bureau will, on the basis of the CN 03s received, prepare a consoli-dated statement of coupons exchanged by each designated operator. It shall make payment on the basis of these statements. Payment shall be made within a period of six weeks after the end of each quarter. Designated operators shall have the option of receiving payments direct, or having them credited to their IRC account at the International Bureau. No credit shall be given for forged or counterfeit coupons exchanged.

�� A separate accounting system for IRCs comprising a separate account for each designated operator participating in this service shall be created at the Inter-national Bureau. This system shall be managed in accordance with the relevant provisions of the Regulations for the administrative and financial management of International reply coupons.

�� The International Bureau shall also take back damaged reply coupons sent together with a separate CN 03 statement prepared in duplicate, provided that at least part of the barcode enables the value of such coupons to be determined.

Commentary142.1 DOs availing themselves of the option of selling reply coupons are listed in the Letter Post Compen-dium.The option of limiting the sale of reply coupons is provided to prevent abuse of international reply coupons as a means of payment for matters not connected with the postal service, in particular when currency values are disrupted in certain countries.

142.2 Up to the �989 Washington Congress, the value of the reply coupon was aligned with the amount of the highest charge for a letter of �0 g (�00% increase in the basic charge authorized since the �979 Rio de Janeiro Congress). When the �989 Washington Congress changed the basic rates to guideline rates, and as a result abolished the upper and lower limits of the charges, it fixed the value of the reply coupon at double the basic charge for a �0 g letter.

142.3 The exchange of reply coupons is compulsory for all countries even though their sale is optional.If the sender asks – in exchange for a reply coupon – for a commemorative stamp or stamps on which a supplement is payable, he will have to pay the supplement himself (decision C 5/Brussels �95�).Reply coupons intended for exchange against the postage stamps necessary for prepaying items to be sent to countries with which a DO has an agreement on reduced charges must be exchanged against the value of the postage prepayable for countries with which no agreement on reduced charges exists (deci-sion C 6/Paris �947).In countries applying the provisions relating to standardized items (art RL �06.9 and RL ��8) two different rates may be applied to letters up to �0 g. To take account of this situation, the �974 Lausanne Congress replaced the expression “postage prepayable on an unregistered letter of the first weight step” by “minimum postage prepayable on an unregistered letter” to specify that in such countries the equivalent value of a reply coupon is that of the postage payable on a standardized letter.


E.4�

International reply coupons will be exchangeable for postage stamps representing the value of the highest charge fixed for airmail letters or priority letters for abroad.

Prot Article RL XIXInternational reply coupons issued before � January �00�

� International reply coupons of the earlier type issued before � January �00� and exchanged up to 30 June �006 shall be settled direct between the designated operators concerned in accordance with the provisions indicated hereinafter. They may no longer be the subject of the General liquidation account of international reply coupons prepared by the International Bureau.

� In the absence of a special agreement, after this transitional period, inter-national reply coupons of the earlier type shall no longer give rise to a settlement between designated operators.

3 In the liquidation accounts between designated operators, the value of reply coupons shall be calculated at the rate of 0.74 SDR per coupon.

4 Exchanged reply coupons shall be sent every year, at the latest within six months after the end of the period concerned, to the designated operators that issued them, with their total number and value indicated on a statement conforming to the annexed specimen CN 0�bis.

5 Reply coupons charged by mistake to the account of a designated operator other than the issuing designated operator shall be deducted from the latter’s account and returned to the designated operator that wrongly sent them; they shall then be marked accordingly. This operation may be carried out during the following accounting period in order to avoid an additional account. This provision shall not be applied beyond �006.

6 As soon as two designated operators have agreed on the number of reply coupons exchanged in their reciprocal relations, the creditor designated operator shall prepare and send in duplicate to the debtor designated operator for approval a statement conforming to the annexed specimen CN 03bis, if the balance exceeds 74 SDR and if a special regulation has not been provided for between the desig-nated operators in question. If, within one month from the date of dispatch of the statement, the creditor designated operator has received no comment, the amount on this statement shall be regarded as fully accepted.

7 When the balance between two designated operators does not exceed 74 SDR, this balance shall be brought forward to that of the following year by the creditor designated operator. If the balance is less than 74 SDR in the final account of reply coupons exchanged up to 30 June �006, no payment shall be made.

Letter Post – Conv Art �3; RL �4�; Prot Art RL XIX

E.43

8 Payment shall be made as quickly as possible and at the latest within six weeks from the date of acceptance or of notification that the balance to be settled is fully accepted.

9 International reply coupons of a type issued before � January �00� shall no longer be exchanged at post offices after 3� August �007.

CommentaryXIX.1 The dates were modified by the IB following the decision by the POC Chairman to extend the deadline – see IB circ No. 304 of �9 September �005.

XIX.9 The �007 POC decided that old IRCs issued prior to �00� could no longer be exchanged as from � September �007.

Letter Post – Conv Art �3; RL XIX

E.44

Reply coupons at 0.74 SDR exchangedand sent to the International Bureau

SDR

Seen and accepted by the International Bureau of the UPUPlace, date and signature

NotesConsignments of reply couponsmust not contain fractions of a hundred


Number Amount

DETAILED STATEMENTReply coupons exchangedDate

Designated operatorand postal address

CN 03

UPU International BureauP.O. BoxCH–3000 BERNE 15SWITZERLAND

Berne,

Method of reimbursement

In order to proceed with reimbursement of the sum of SDR under optimum conditions, please indicate the preferred method of reimbursement from among the following three options:

OPTION 1: transfer to a bank or postal account

Transfers can only be made to the offi cial accounts indicated by designated operators in an International Bureau circular concerning the settlement of international postal accounts. In the absence of such a circular, the International Bureau will provisionally and automatically apply option 2 below.

Choice of currency:

USD (United States dollars) EUR (euros) CHF (Swiss francs)

OPTION 2: enter the sum of SDR to our designated operator’s credit with the International Bureau.

OPTION 3: use the sum of SDR to settle sums owed to the Union. Please provide details of the bills to be settled on a separate sheet.

Designated operator. Authority responsible for international accounts.

Name and title of signatory Stamp, date and signature


Letter Post – Conv Art �3; RL �4�, forms

E.45

Lett

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Letter Post – Conv Art �3; RL XIX; forms

E.46

Lett

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24th

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Letter Post – Conv Art �3; RL XIX; forms

E.47

Prot Article RL XXAdjustment of debts arising from the settlement of accounts through the final liqui-dation account for international reply coupons distributed before 1 January 2002

1 Debts payable to a designated operator as a result of the settlement of accounts through the International Bureau’s final liquidation account for interna-tional reply coupons distributed before 1 January 2002 which are overdue after 1 April 2003 may be adjusted against credits from any other designated operator due to the debtor concerned. Before taking such a step, the International Bureau shall consult the creditor concerned and send a reminder to the defaulting debtor. If no payment is made within a period of one month from the date of this reminder, the International Bureau shall be competent to make the necessary accounting adjustments unilaterally after informing all the concerned parties. The consent of the defaulting debtor shall not be necessary.

2 When making these accounting adjustments, the International Bureau shall only offset accounts that have been accepted by both the defaulting debtor and the designated operator owing money to the defaulting debtor.

3 The defaulting debtor shall have no claim against the designated operator owing money to it for any credits attributed by the International Bureau to the creditor in accordance with the procedure prescribed in paragraph 1.

Article RL 143Consignment Service

1 Designated operators may agree among themselves to take part in an optional “Consignment” service for collective items from one consignor sent abroad.

2 Wherever possible, this service shall be identified by the logo defined in 4.

3 The details of this service shall be laid down bilaterally between the desig-nated operator of origin and the designated operator of destination on the basis of provisions defined by the Postal Operations Council.

4 Identification of the “Consignment” service4.1 The logo designed to identify the “Consignment” service shall consist of the following components:4.1.1 the word “CONSIGNMENT” in blue;4.1.2 three horizontal bands (one red, one blue and one green).

Article 14 See Section L and M.

CONSIGNMENTCONSIGNMENT

Letter Post – Conv Art 13; Prot Art RL XX; RL 143

F.�


Section F

Special provisions and Customs matters

Article 15Items not admitted. Prohibitions

1 General1.1 Items not fulfilling the conditions laid down in the Convention and

the Regulations shall not be admitted. Items sent in furtherance of a fraudulent act or with the intention of avoiding full payment of the appropriate charges shall not be admitted.

1.2 Exceptions to the prohibitions contained in this article are set out in the Regulations.

1.3 All member countries or their designated operators shall have the option of extending the prohibitions contained in this article, which may be applied immediately upon their inclusion in the relevant compendium.

2 Prohibitions in all categories of items2.1 The insertion of the articles referred to below shall be prohibited in all

categories of items:2.1.1 narcotics and psychotropic substances, as defined by the Interna-

tional Narcotics Control Board, or other illicit drugs which are prohib-ited in the country of destination;

2.1.2 obscene or immoral articles;2.1.3 counterfeit and pirated articles;2.1.4 other articles the importation or circulation of which is prohibited in

the country of destination;2.1.5 articles which, by their nature or their packing, may expose officials

or the general public to danger, or soil or damage other items, postal equipment or third-party property;

2.1.6 documents having the character of current and personal correspond-ence exchanged between persons other than the sender and the addressee or persons living with them;

3 Explosive, flammable or radioactive materials and dangerous goods3.1 The insertion of explosive, flammable or other dangerous goods as

well as radioactive materials shall be prohibited in all categories of items.

3.2 The insertion of replica and inert explosive devices and military ordnance, including replica and inert grenades, inert shells and the like, shall be prohibited in all categories of items.

3.3 Exceptionally, the following dangerous goods shall be admitted:3.3.1 the radioactive materials sent in letter-post items and postal parcels

mentioned in article 16.1;

F.�


3.3.2 the infectious substances sent in letter-post items and postal parcels mentioned in article 16.2.

4 Live animals4.1 Live animals shall be prohibited in all categories of items.4.2 Exceptionally, the following shall be admitted in letter-post items

other than insured items:4.2.1 bees, leeches and silk-worms;4.2.2 parasites and destroyers of noxious insects intended for the control

of those insects and exchanged between officially recognized institu-tions;

4.2.3 flies of the family Drosophilidae for biomedical research exchanged between officially recognized institutions.

4.3 Exceptionally, the following shall be admitted in parcels:4.3.1 live animals whose conveyance by post is authorized by the postal

regulations of the countries concerned.

5 Insertion of correspondence in parcels5.1 The insertion of the articles mentioned below shall be prohibited in

postal parcels:5.1.1 correspondence, with the exception of archived materials, exchanged

between persons other than the sender and the addressee or persons living with them.

6 Coins, bank notes and other valuable articles6.1 It shall be prohibited to insert coins, bank notes, currency notes or

securities of any kind payable to bearer, travellers’ cheques, platinum, gold or silver, whether manufactured or not, precious stones, jewels or other valuable articles:

6.1.1 in uninsured letter-post items;6.1.1.1 however, if the national legislation of the countries of origin and desti-

nation permits this, such articles may be sent in a closed envelope as registered items;

6.1.2 in uninsured parcels; except where permitted by the national legisla-tion of the countries of origin and destination;

6.1.3 in uninsured parcels exchanged between two countries which admit insured parcels;

6.1.3.1 in addition, any member country or designated operator may prohibit the enclosure of gold bullion in insured or uninsured parcels origi-nating from or addressed to its territory or sent in transit à découvert across its territory; it may limit the actual value of these items.

7 Printed papers and literature for the blind7.1 Printed papers and literature for the blind:7.1.1 shall nor bear any inscription or contain any item of correspond-

ence;7.1.2 shall not contain any postage stamp or form of prepayment, whether

cancelled or not, or any paper representing a monetary value, except

F.�


in cases where the item contains as an enclosure a card, envelope or wrapper bearing the printed address of the sender of the item or his agent in the country of posting or destination of the original item, which is prepaid for return.

8 Treatment of items wrongly admitted8.1 The treatment of items wrongly admitted is set out in the Regulations.

However, items containing articles mentioned in 2.1.1, 2.1.2, 3.1 and 3.2 shall in no circumstances be forwarded to their destination, deliv-ered to the addressees or returned to origin. In the case of articles mentioned in 2.1.1, 3.1 and 3.2 discovered while in transit, such items shall be handled in accordance with the national legislation of the country of transit.

Commentary15.2.1.1 The International Narcotics Control Board (INCB) defines the types of substances under inter-national control and classifies them according to the categories of narcotics or psychotropic substances. These INCB classifications do not adequately capture all of the illicit drugs or controlled substances which are prohibited in many UPU member countries.The list of narcotics and psychotropic substances placed under international control (abbreviated list) is given in part III of the List of Prohibited Articles.In an inquiry conducted by the IB among DOs on smuggling narcotics and psychotropic substances by post, a number of difficulties emerged, particularly as regards the attitude to be adopted by the intermediate country having regard to the freedom of transit when closed mails are suspected of containing such arts. Congress adopted in this connection formal opinion C 54/Washington �989, the operative part of which is given below:“Congress invites postal administrations:i – to cooperate in combating the traffic in narcotics and psychotropic substances whenever they

are legally required to do so by their national authorities responsible for this matter; – to ensure respect for the fundamental principles of the international Post, in particular, the freedom

of transit (art � of the Constitution and of the Convention);ii to make all appropriate arrangements with the relevant authorities of their countries to ensure that

bags of mail in transit suspected of enclosing items containing narcotics or psychotropic substances are not opened, but to advise:

a by the quickest means, at the request of their customs authorities the administration of destina-tion so that the suspected bags can easily be identified on arrival;

b by verification note, the administration of origin of the mail;iii to approach the legislative authorities, in consultation with the customs services, to ensure that laws

and regulations do not prevent the use of the technique known as ‘controlled delivery’; the Customs of the transit country, if necessary with the agreement of the competent authorities, must take appro-priate measures to inform the customs authorities of the country of destination and, possibly, of the country of origin of the suspect mails.”

15.2.1.2 It is at the discretion of each DO to decide what is meant by the term “obscene”.

15.2.1.3 Non-admission for conveyance or transit of correspondence items should be notified to the DOs so that the public may be informed of the prohibition in good time.Information about current prohibitions in Union member countries is communicated to the IB, which updates the List of Prohibited Articles on that basis. Each DO must ensure that, wherever possible, the information about current prohibition in its country and sent to the IB is set out in clear, precise and detailed terms and that it is kept up-to-date.

15.3 In addition to explosive or flammable substances, compressed gases, corrosive liquids, oxidizing and toxic substances and any other substances which could endanger human life or cause damage are to be considered dangerous.

F.4

The “List of definitions of dangerous goods prohibited from conveyance by post”, drawn up by the Inter-national Civil Aviation Organization (ICAO) is given in part IV of the List of Prohibited Articles (pink sheets).With regard to the safety of staff involved in handling items presumed to be dangerous (mail bombs), Congress issued recommendation C 76/Rio de Janeiro �979, recommending to DOs that they:“a As preventive measures: i establish permanent liaison with the competent authorities of their countries (police, customs,

national security committees, etc.) in order: – to be informed of any threats or of signs indicating the dispatch of dangerous items; – to settle questions concerning the examination of items and the destruction of dangerous

arts; ii issue directives for their services based in particular on the information contained in the CCPS

study on the measures to be taken to detect mail bombs and to protect staff against the risk of explosion when such items are discovered in the mail;

iii ensure that the examination of items presumed to be dangerous is carried out by the most appropriate methods;

iv have their national legislation adapted or supplemented, if necessary, with a view to authorizing operations enabling mail bombs to be detected;

v in conjunction with the competent authorities, alert the public with as much information as possible, subject to any security restrictions, so that they can take all necessary precautions for their personal safety;

b As soon as dangerous items are reported or their presence presumed: i give the staff concerned full particulars concerning the external appearance of these items and

the need to handle them with particular caution; ii inform immediately and as fully as possible, by telecommunication, the IB of the UPU and the

foreign postal administrations directly threatened.”It also instructed the IB to inform immediately the DOs of all member countries of the Union and to send them any information which may be of interest to them.Congress also passed resolution C �9/Seoul �994 urging DOs, with the assistance of the IB, to:a strengthen measures aimed at preventing and detecting the insertion of prohibited and dangerous

arts in postal items;b develop to this end educational measures suited to the local situation, for the benefit of postal

customers and staff;c ensure wide dissemination of these measures and appropriate training for the staff, using the most

effective modern technical methods.

15.3.2 Grenades and other military ordnance which have purportedly been rendered inert present a security risk at the point of origin, during transport and at destination. Whether or not such devices have been truly rendered inert can be determined only by experts. In cases where the deactivation of the device has not been performed properly, the item remains an actual dangerous good as specified in paragraph �. Whether or not devices are inert, the frequent discovery of such items in the offices of exchange desensitizes both postal and customs employees to situations that involve genuine dangerous goods.This prohibition applies to devices that were originally designed for military or combative use, including training. Therefore, smoke grenades, shells, hand grenades or any other ordnance that have been rendered inert are prohibited by this article, as are such devices when designed for military or combative training purposes. The prohibition is also extended to replicas of such items.The prohibition does not extend to items such as children’s toys or articles that do not replicate grenades or military ordnance in a realistic manner.Ordnance is defined as ammunition products and components that may pose an explosive safety risk.

15.6 By “currency notes” are meant notes issued by governmental, regional or municipal authorities as legal tender, as opposed to those issued by banking houses under the control and with the authorization of the government.Cheques, securities payable to bearer and generally speaking any negotiable instruments which can easily be cashed at a bank shall be considered as “securities payable to bearer”. Papers “representing a mone-tary value”, such as lottery tickets, postage stamps and transport vouchers, may be enclosed in unregis-tered priority items and in unregistered sealed letters, while still prohibited in reduced-rate items.Information about the admission in registered items under sealed cover are given in the Letter Post Compendium.


F.5

Prot Article VIIProhibitions (letter post)

� Exceptionally, Dem. People’s Rep. of Korea and Lebanon shall not accept registered items containing coins, bank notes, securities of any kind payable to bearer, travellers’ cheques, platinum, gold or silver whether manufactured or not, precious stones, jewels or other valuable articles. They shall not be strictly bound by the provisions of the Letter Post Regulations with regard to their liability in cases of theft or damage, or where items containing articles made of glass or fragile articles are concerned.

� Exceptionally, Bolivia, China (People’s Rep.), excluding Hong Kong Special Administrative Region, Iraq, Nepal, Pakistan, Saudi Arabia, Sudan and Viet Nam shall not accept registered items containing coins, bank notes, currency notes or securities of any kind payable to bearer, travellers’ cheques, platinum, gold or silver whether manufactured or not, precious stones, jewels or other valuable articles.

� Myanmar reserves the right not to accept insured items containing the valu-able articles listed in article �5.6, as this is contrary to its internal regulations.

4 Nepal does not accept registered items or insured items containing currency notes or coins, except by special agreement to that effect.

5 Uzbekistan does not accept registered or insured items containing coins, bank notes, cheques, postage stamps or foreign currency and shall accept no liability in cases of loss of or damage to such items.

6 Iran (Islamic Rep.) does not accept items containing articles contrary to the principles of the Islamic religion.

7 The Philippines reserves the right not to accept any kind of letter post (ordinary, registered or insured) containing coins, currency notes or securities of any kind payable to bearer, travellers’ cheques, platinum, gold or silver, whether manufactured or not, precious stones or other valuable articles.

8 Australia does not accept postal items of any kind containing bullion or bank notes. In addition, it does not accept registered items for delivery in Australia, or items in transit à découvert, containing valuables such as jewellery, precious metals, precious or semi-precious stones, securities, coins or any form of negoti-able financial instrument. It declines all liability for items posted which are not in compliance with this reservation.

9 China (People’s Rep.), excluding Hong Kong Special Administrative Region, shall not accept insured items containing coins, bank notes, currency notes or securities of any kind payable to bearer and travellers’ cheques in accordance with its internal regulations.

Letter Post – Conv Art �5; Prot Art VII

F.6

�0 Latvia and Mongolia reserve the right not to accept, in accordance with their national legislation, ordinary, registered or insured mail containing coins, bank notes, securities payable to bearer and travellers’ cheques.

�� Brazil reserves the right not to accept ordinary, registered or insured mail containing coins, bank notes in circulation or securities of any kind payable to bearer.

�� Viet Nam reserves the right not to accept letters containing articles or goods.

�� Indonesia does not accept registered or insured items containing coins, bank notes, cheques, postage stamps, foreign currency, or any kind of securities payable to bearer for delivery in Indonesia, and shall accept no liability in cases of loss of or damage to such items.

�4 Kyrgyzstan reserves the right not to accept letter-post items (ordinary, registered, insured, small packets) containing coins, currency notes or securities of any kind payable to bearer, travellers’ cheques, platinum, gold or silver, whether manufactured or not, precious stones, jewels or other valuable articles, and shall accept no liability in cases of loss of or damage to such items.

�5 Kazakhstan shall not accept registered or insured items containing coins, banknotes, credit notes or any securities payable to bearer, cheques, precious metals whether manufactured or not, precious stones, jewels and other valuable articles or foreign currency, and shall accept no liability in cases of loss of or damage to such items.

�6 Moldova and the Russian Federation do not accept registered or insured items containing bank notes in circulation, securities (cheques) of any kind payable to bearer or foreign currency, and shall accept no liability in cases of loss of or damage to such items.

Prot Article IX See Parcel Post Manual.

Prot Article XArticles subject to customs duty

� With reference to article �5, Bangladesh and El Salvador do not accept insured items containing articles subject to customs duty.

� With reference to article �5, Afghanistan, Albania, Azerbaijan, Belarus, Cambodia, Chile, Colombia, Cuba, Dem. People’s Rep. of Korea, El Salvador, Estonia, Italy, Kazakhstan, Latvia, Moldova, Nepal, Peru, Russian Federation, San Marino, Turkmenistan, Ukraine, Uzbekistan and Venezuela do not accept ordinary and registered letters containing articles subject to customs duty.

Letter Post – Conv Art �5; Prot Art VII and X

F.7

� With reference to article �5, Benin, Burkina Faso, Côte d’Ivoire (Rep.), Djibouti, Mali and Mauritania do not accept ordinary letters containing articles subject to customs duty.

4 Notwithstanding the provisions set out under � to �, the sending of serums, vaccines and urgently required medicaments which are difficult to procure shall be permitted in all cases.

CommentaryProt X.4 The word “medicaments” may in no case be used to designate the narcotics and psychotropic substances mentioned in art �5.�.�.� of the Conv.

Article RL �44Dangerous goods prohibited from insertion in letter-post items

� The articles covered by the “Recommendations on Transport of Dangerous Goods” drawn up by the United Nations, with the exception of certain dangerous goods provided for in the existing Regulations, and by the Technical Instructions of the International Civil Aviation Organization (ICAO) and International Air Transport Association (IATA) Dangerous Goods Regulations shall be considered as dangerous goods in accordance with the provisions of article �5.�.� of the Convention and prohibited from insertion in letter-post items.

Article RL �45Treatment of items wrongly admitted

� Items that have been wrongly admitted and that do not differ fundamentally from the conditions of article �� of the Convention as regards classification and weight and those of the present Regulations regarding contents, size, make-up and marking shall nevertheless be delivered to the addressees without surcharge. Items wrongly admitted containing perishable biological substances or radioactive materials and not complying with the provisions of article �6 of the Convention may also be delivered to the addressees if the provisions applicable in the country of destination allow this. If delivery is inappropriate or impossible, items wrongly admitted shall be returned to the designated operator of origin.

� Items containing articles mentioned in articles �5.�.�.� and �5.�.� of the Convention and wrongly admitted to the post shall be dealt with according to the legislation of the country of the designated operator of origin, transit or destination establishing their presence.

� The designated operator of destination may deliver to the addressee the part of the contents which is not subject to prohibition.

4 When an item wrongly admitted to the post is neither returned to origin nor delivered to the addressee, the designated operator of origin shall be notified without delay how it has been dealt with. This notification shall clearly indicate the

Letter Post – Conv Art �5; Prot Art X; RL �44 and �45

F.8

prohibition under which the item falls and the articles which gave rise to seizure. A wrongly admitted item which is returned to origin shall be accompanied by a similar notification.

5 In the event of the seizure of a wrongly admitted item, the designated operator of transit or destination shall notify the designated operator of origin through the dispatch of a CN �� report or by using the appropriate standard UPU EDI item-level message, if agreed bilaterally.

6 Moreover, the right of every member country shall be reserved to deny conveyance in transit à découvert over its territory to letter-post items, other than letters, postcards and literature for the blind, which do not satisfy the legal require-ments governing the conditions of their publication or circulation in that country. Such items shall be returned to the designated operator of origin.

7 Letter-post items containing items whose early deterioration or decay is to be feared7.� Articles contained in a letter-post item whose early deterioration or decay

is to be feared, and those articles only, may be sold immediately, without prior notice. The sale shall be on behalf of the rightful owner even in course of transmission on either the outward or the return journey. If sale is impos-sible, the spoilt or decayed articles shall be destroyed.

7.� When a letter-post item has been sold or destroyed in accordance with 7.�, a formal report of the sale or destruction shall be drawn up. A copy of the report accompanied by a CN 4� verification note shall be sent to the office of origin.

7.� The proceeds of the sale shall serve in the first instance to defray the charges on the letter-post item. The balance, if any, shall be sent to the office of origin to be handed to the sender. The latter shall bear the costs of forwarding it.

Commentary145.4 Form CN �� may be used to inform the DO of origin.

Prot Article RL IXTreatment of items wrongly admitted

� Afghanistan, Angola, Djibouti and Pakistan shall not be obliged to comply with the provisions laid down in article RL �45.4, according to which “This notifica-tion shall clearly indicate the prohibition under which the item falls and the articles which gave rise to its seizure.”

� Afghanistan, Angola, Australia, Azerbaijan, Dem. People’s Rep. of Korea, Djibouti, Estonia, Kazakhstan, Kyrgyzstan, Nepal, Sudan, Tajikistan, Turkmenistan, Ukraine, Uzbekistan and Viet Nam reserve the right to provide the information about the reasons for the seizure of a postal item only within the limits of the information provided by the customs authorities and in accordance with internal legislation.

Letter Post – Conv Art �5; RL �45; Prot Art RL IX

F.9

� The United States of America reserves the right to treat as wrongly admitted, and to deal with according to its domestic legislation and customs practice, any item containing controlled substances, as defined in section ��08 of Title �� of the U.S. Code of Federal Regulations.

Letter Post – Conv Art �5; RL �45; Prot Art RL IX

F.�0


CN 13REPORTInformation about a seizedpostal item

Designated operator of

Offi ce preparing the report

Description of seized item

Posting of item

Sender

Addressee

Information about the seizure

In witness whereof we have prepared this report in duplicate in order that effect may be given to it in accordance with the Convention

Reserved for the offi ce of origin of the item

Nature of item

No. of item Weight of item

Information concerning forwarding

Offi ce of origin


Destination offi ce of exchange

Name and full address

Date of posting

Date

Mail No.


Reason for seizure

ArticleApplicable regulation

Consequently, we have seized

Customs offi cialPlace and signature

Head of offi ce at which seizure took placePlace and signature

Comments, if any

Signature of the sender or of his attorney(if applicable)

Offi ce of origin of the itemDate and signature

NotesOne form is suffi cient for several itemsposted at the same time by the same sender to the same addressee

Letter

Priority Non-priority

Printed paper

Smallpacket

Parcel Ordinary

Insured

Registered

Recordeddelivery

Airmail

Obscene articles

Narcotics

Hazardous materials Violates import regulations

Violates public/moral/religious precepts

UPU Convention

National legislation (specify)

the entire contents of the item

the part of the item specifi ed below which violates current regulations:

S.A.L. Surface

Date

To the designated operator of

Reference


F.��

Article RL �46Redirection

� If an addressee changes his address, items shall be reforwarded to him forthwith, subject to the conditions laid down below.

� Items shall not however be redirected:�.� if the sender has forbidden redirection by means of a note in a language

known in the country of destination;�.� if they bear in addition to the addressee’s address the expression “or occu-

pant”.

� Designated operators which collect a charge for requests for redirection in their internal services shall be authorized to collect this same charge in the inter-national service.

4 Apart from the exceptions provided for below, no additional charge shall be collected for letter-post items redirected from country to country. However, designated operators which collect a charge for redirection of items in their internal service shall be authorized to collect this same charge on the international letter-post items redirected within their own countries.

5 Redirection procedures5.� Items addressed to addressees who have changed their address shall be

considered as addressed direct from the place of origin to the place of new destination.

5.� Any insured item the addressee of which has left for another country may be redirected if that country operates the service in its relations with the country of the first destination. If it does not, the item shall be sent back forthwith to the designated operator of origin for return to the sender.

5.� Redirection from one country to another shall be effected only if the items satisfy the conditions for the onward conveyance. This shall also apply to items originally for an address within a country.

5.4 On redirection, the reforwarding office shall apply its date-stamp to the front of items in the form of cards and on the back of all other categories of items.

5.5 Unregistered or registered items returned to senders for completion or correction of the address shall not be considered as redirected items on reposting. They shall be treated as new correspondence, liable to a new charge.

5.6 If the attempt to deliver an express item at the place of address by a messenger has failed, the reforwarding office shall strike through the label or the indication “Exprès” (Express) with two thick horizontal lines.

5.7 Each designated operator may lay down a redirection period in accord-ance with that in force in its internal service.


F.��

6 Forwarding6.� Priority items and airmail items shall be redirected to their new destination

by the quickest route (air or surface).6.� Other items shall be redirected by the means of transport normally used for

non-priority or surface items (including S.A.L.). They may be reforwarded by priority or air at the express request of the addressee if the latter under-takes to pay the difference in postage for the new priority transmission or for the new air route. In this case, the difference in postage shall be collected, in principle, at the time of delivery of the item and retained by the delivering designated operator. All items may also be reforwarded by the quickest route if the difference in postage is paid at the redirecting office by a third person. Redirection of such items by the quickest route within the country of destination shall be governed by the internal regula-tions of that country.

6.� Designated operators which apply combined charges may fix special fees, which must not exceed the combined charges, for the redirection by air or by priority means under the conditions laid down under 6.�.

7 Charges7.� Items unpaid or underpaid for their first transmission shall be subject to the

charge which would have been applied to them if they had been addressed direct from the point of origin to the place of the new destination.

7.� Items properly prepaid for their first transmission, but on which the addi-tional charge for the further transmission has not been paid before their redirection, shall be subject to a charge representing the difference between the postage already paid and that which would have been charged if the items had been dispatched originally to their new destination. To this charge shall be added the handling charge for unpaid or underpaid items. If reforwarded by air or by priority means, the items shall in addition be subject, for their further transmission, to the surcharge, combined charge or special fee according to 6.� and 6.�.

7.� Items having originally circulated free of postal charges within a country shall be subject to the postage charge which would have been payable if these items had been addressed direct from the place of origin to the place of the new destination. To this charge shall be added the handling charge for unpaid or underpaid items.

7.4 In the event of redirection to another country, the following charges shall be cancelled:

7.4.� the poste restante charge;7.4.� the presentation-to-Customs charge;7.4.� the storage charge;7.4.4 the commission charge;7.4.5 the additional express charge;7.4.6 the charge for delivery of small packets to the addressee.7.5 The customs duty and other fees of which it has not been possible to

secure cancellation on redirection or on return to origin shall be collected COD from the designated operator of the new destination. In that case, the designated operator of the original destination shall attach to the item an


F.��

explanatory note and a CN �9ter coupon. If there is no cash-on-delivery service between the designated operators concerned, the charges in question shall be recovered by correspondence.

7.6 Redirected letter-post items shall be delivered to the addressees on payment of the charges incurred on departure, on arrival, or in course of transmission due to redirection after the first transmission. The customs duty or other special charges which the reforwarding country does not cancel shall also be paid by the addressees.

8 Collective redirection8.� Unregistered items to be redirected to the same person at a new address

may be enclosed in CN �4 collective envelopes supplied by designated operators. Only the name and the new address of the addressee shall be written on these envelopes.

8.� When the number of items to be collectively reforwarded justifies it, a bag may be used. In this case the details required shall be entered on a special label provided by the designated operator and printed, generally, on the pattern of the CN �4 envelope.

8.� Items to be submitted to customs control shall not be enclosed in these envelopes or bags. Items of which the shape, volume and weight may cause tearing shall also be excluded.

8.4 The CN �4 collective envelopes and bags used for collective redirection of correspondence shall be forwarded to the new destination by the route prescribed for individual items.

8.5 The envelope or bag shall be presented open at the redirecting office. That office shall collect, if necessary, the additional charges to which the redirected items may be subject. When the additional charge has not been paid the charge to be collected on arrival shall be marked on the items. After checking it, the forwarding office shall close the envelope or bag. It shall apply to the envelope or bag label, where necessary, the T stamp indicating that charges are to be collected for all or some of the redirected items.

8.6 On arrival at its destination, the envelope or bag may be opened and its contents checked by the delivering office which shall collect, where necessary, the unpaid additional charges. The handling charge on unpaid or underpaid items shall be collected only once for all items inserted in the envelopes or bags.

8.7 Unregistered items addressed either to sailors and passengers aboard the same ship, or to persons travelling as a party, may also be treated as provided for under 8.� to 8.6. In that case, the envelopes or bag labels shall bear the address of the ship or of the shipping or travel agency, etc., to which the envelopes or bags shall be delivered.

Commentary146.1 In resolution C 5�/Seoul �994, Congress urged DOs to introduce forwarding and change-of-address notification services if they do not already provide them and to take steps to improve the effi-ciency and effectiveness of these services where they do provide them.


F.�4

146.5.3 Addressees wishing to receive abroad domestic service items which are not admitted in the international letter-post service can ensure, by taking the appropriate measures (designation of authorized persons), that these items meet the requirements of the international letter-post service.

146.6.2 A third party (e.g. an hotel) may request, on behalf of the sender or the addressee, the redirec-tion of priority items or airmail items by priority or air against payment of air surcharges or combined charges. As a result of the systematic redirection of all priority items and airmail items by air, surcharges and combined charges for the further transmission are collected on non-priority and surface items only.

Prot. Article RL XRedirection

� The provisions in article RL �46.� shall not apply to the designated operators of Denmark and Finland, whose equipment during the sorting process automati-cally redirects mail to an addressee that has changed address.

Letter Post – Conv Art �5; RL �46; Prot Art RL X

F.�5

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F.�7

Article RL �47Undeliverable items. Return to country of origin or to sender and period of reten-tion

� Designated operators shall return items which it has not proved possible to deliver to the addressees for whatever reason.

� The period of retention of items is laid down in the paragraphs below.

� Apart from the exceptions provided for below, no additional charge shall be collected for undeliverable items returned to the country of origin. However, designated operators which collect a charge for return of items in their internal service shall be authorized to collect this same charge on the international mail returned to them.

4 Notwithstanding the provisions under �, when a designated operator receives, for return to the sender, items posted abroad by customers residing in its territory, it shall be authorized to collect from the sender or senders a handling charge per item not to exceed the postage charge that would have been collected had the item been posted in the designated operator in question.4.� For the purposes of the provisions under 4, the sender or senders shall be

understood as being the persons or entities whose name appears in the return address or addresses.

5 General provisions5.� Subject to the legal provisions of the country of destination, undeliver-

able items shall be returned to the designated operator of origin whose payment indicia appear on the item.

5.� Items refused by the addressee or whose delivery is obviously impossible shall be returned forthwith.

5.� Other undeliverable items shall be retained by the designated operator of destination for a period laid down by its regulations. However, the reten-tion period may not exceed one month except in special cases where the designated operator of destination considers it necessary to extend it to two months at most. Return to the country of origin shall be effected within a shorter period if the sender has requested this by means of a note on the address side in a language known in the country of destination.

6 Special procedures6.� Undeliverable items of the internal service shall be redirected abroad

for return to the sender only if they satisfy the conditions for the onward conveyance. The same shall apply to international correspondence when the sender has moved to another country.

6.� Postcards which do not bear the address of the sender shall not be returned. However, registered postcards shall always be returned.

6.� The return to origin of undeliverable printed papers shall not be compul-sory, unless the sender has asked for their return by means of a note on the item in a language known in the country of destination. However, desig-


F.�8

nated operators shall endeavour to make such return to sender, or inform him appropriately, when repeated attempts at delivery or bulk items are involved. Registered printed papers and books shall always be returned.

6.4 The following shall be treated as undeliverable items, items for third persons:

6.4.� addressed care of diplomatic or consular services and returned by them to the post office as unclaimed;

6.4.� addressed to hotels, lodgings or agencies of airlines or shipping compa-nies and returned to the post office because they cannot be delivered to the addressees.

6.5 In no case shall the items mentioned in 6.4 be considered as new items subject to payment of postage.

7 Forwarding7.� When the designated operator of the country returning the item no longer

uses surface conveyance, it shall return undeliverable items by the most appropriate means in use.

7.� Priority items, airmail letters and airmail postcards to be returned to origin shall be returned by the quickest route (air or surface).

7.� Undeliverable airmail items other than airmail letters and airmail postcards shall be returned to origin by the means of transport normally used for non-priority or surface items (including S.A.L.), except:

7.�.� in the event of interruption of those means of transport; or7.�.� if the designated operator of destination has systematically chosen the air

route for returning such items.7.4 For the return of items to origin by priority or air means at the request of

the sender, article RL �46.6.� and � shall apply by analogy.

8 Treatment of items8.� Before returning to the designated operator of origin items which for any

reason have not been delivered, the office of destination shall show, in French, the reason for non-delivery. The reason shall be given, clearly and concisely, if possible on the front of the item, in the following form: “inconnu” (unknown), “refusé” (refused), “déménagé” (moved), “non ré-clamé” (unclaimed), “adresse insuffisante” (incomplete address), etc. As regards postcards and printed papers in the form of cards, the reason for non-delivery shall be shown on the right-hand half of the front.

8.� This information shall be shown by the application of a stamp or affixing of a CN �5 label, to be completed as appropriate. Each designated operator may add the translation, in its own language, of the reason for non-delivery and other appropriate particulars. In the service with designated operators which have so agreed the indications may be made in a single agreed language. Manuscript notes regarding the non-delivery made by officials or by post offices may also be regarded as sufficient in that case.

8.� The office of destination shall strike out the address particulars with which it is concerned while leaving them legible and write “Retour” (Return) on the front of the item beside the name of the office of origin. It shall also


F.�9

apply its date-stamp on the back of priority items in envelopes and of letters and on the front of postcards.

8.4 Undeliverable items shall be returned to the office of exchange of the country of origin, either individually or in a special bundle labelled “Envois non distribuables” (Undeliverable items), as if they were items addressed to that country. Undeliverable ordinary items which bear adequate return details shall be returned direct to the sender.

8.5 Insured items which have not been delivered shall be sent back as soon as possible, and at the latest within the period fixed in 5.�. These items shall be entered on the CN �6 dispatch list and included in the packet, envelope or bag labelled “Valeurs declarées” (Insured items).

8.6 Undeliverable items returned to the country of origin shall be treated in accordance with article RL �46.7.

Commentary147.7.2 and 7.3 Congress recommends DOs which do not already systematically use the air route for the return to origin of AO airmail items to use that route to the greatest possible extent in accordance with their economic circumstances (recommendation C �5/Washington �989).

147.8.5 For the model of form CN �6, see art RL �77.

RETURN CN 15

Insuffi cient address

Gone away Unclaimed

Unknown Refused

Letter Post, 24th Congress 2008, art RL 147.8.2 – Maximum size 52 x 52 mm, colour pink

---------------------------------------

Return date:


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Article RL �48Treatment of requests for withdrawal of items from the post or for alteration or correction of address

� The sender of a letter-post item may have it withdrawn from the post, or have its address altered or corrected under the conditions laid down below.

� If its legislation permits, each designated operator shall be bound to accept requests for withdrawal from the post or alteration or correction of the address in respect of any letter-post item posted in the service of another designated operator.

� Preparation of request�.� Every request for withdrawal of items from the post or for alteration or

correction of address shall entail completion by the sender of a CN �7 form. One form may be used for several items posted at the same time at the same office by the same sender to the same addressee.

�.� In handing in the request at the post office the sender shall prove his iden-tity and produce the certificate of posting, if any. The designated operator of the country of origin shall assume responsibility for the proof of iden-tity.

�.� A request for simple correction of address (without alteration of the name or status of the addressee) may be made direct to the office of destination by the sender. The charge prescribed in 4 shall not be collected in such a case.

�.4 Through notification of the International Bureau, any designated operator may make provision for CN �7 requests concerning it to be exchanged through its central administration or through a specially appointed office. This notification shall include the name of this office.

�.5 Designated operators which exercise the option provided for under �.4 shall bear any charges which may result from the transmission in their internal service by post or by telecommunication of the communications to be exchanged with the office of destination. Recourse to telecommu-nication or other similar service shall be compulsory when the sender has himself used such means and the office of destination cannot be advised in time by post.

�.6 If the item is still in the country of origin, the request shall be dealt with according to the legislation of that country.

4 Charges4.� The sender shall pay, for each request, a special charge the guideline

amount of which shall be �.�� SDR.4.� The request shall be forwarded by post or by telecommunication at the

sender’s expense. The forwarding conditions and the provisions relating to the use of telecommunications are set out in 6 below.

4.� The charges prescribed under 4.� and 4.� shall be levied only once for each request for withdrawal from the post or alteration or correction of address


F.��

involving several items posted at the same time, at the same office, by the same sender to the same addressee.

5 Transmission of request by post5.� If the request is to be sent by post, the CN �7 form, accompanied if possible

by a perfect facsimile of the envelope or of the address of the item, shall be sent direct to the office of destination under registered cover by the quickest route (air or surface).

5.� If requests are exchanged through the central administrations, a copy of the request may, in an emergency, be sent direct by the office of origin to the office of destination. Requests sent direct shall be acted on. The items concerned shall be withheld from delivery until the arrival of the request from the central administration.

5.� On receipt of the CN �7 form, the office of destination shall search for the item in question and take the necessary action.

5.4 The action taken by the office of destination on every request for withdrawal from the post or alteration or correction of address shall be communicated immediately to the office of origin by the quickest route (air or surface), using a copy of the CN �7 form with the “Reply of the office of destination” part duly completed. The office of origin shall inform the applicant. The same shall apply in the following circumstances:

5.4.� fruitless searches;5.4.� items already delivered to the addressee;5.4.� item confiscated, destroyed or seized.5.5 A non-priority or surface item shall be returned to origin by priority or by air

following a request for withdrawal from the post when the sender under-takes to pay the corresponding difference in postage. When an item is redirected by priority or by air following a request for alteration or correc-tion of address, the difference in postage corresponding to the new route shall be collected from the addressee and retained by the delivering desig-nated operator.

6 Transmission of request by telecommunications6.� If the request is to be made by telecommunications, the CN �7 form shall

be handed over to the corresponding service for transmission of the details to the post office of destination. The sender shall pay the corresponding charge for that service.

6.� On receipt of the message received by telecommunications, the office of destination shall search for the item in question and take the necessary action.

6.� Any request for alteration or correction of address concerning an insured item made by telecommunications shall be confirmed by post, by the first mail, as prescribed under 5.�. The CN �7 form shall then bear at the head, in bold letters, the note “Confirmation de la demande transmise par voie des télécommunications du ...” (Confirmation of request made by telecom-munications dated ...); pending such confirmation, the office of destination shall merely retain the item. However, the designated operator of destina-


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tion may, on its own responsibility, act on the request made by telecom-munications without waiting for confirmation by post.

6.4 In relations between two countries which admit this procedure, the sender may ask to be informed by telecommunications of the action taken by the office of destination on his request. He shall pay the relevant charge. If telegrams are used, he must pay the charge for a telegram, calculated on a fifteen-word basis. When telex is used, the charge to the sender shall normally be the same amount as that charged for forwarding the request by telex.

6.5 If the sender of a request sent by telecommunications has asked to be notified by similar means, the reply shall be sent by this means to the office of origin. It shall inform the applicant as quickly as possible. The same shall apply if a request by telecommunications is not sufficiently explicit to identify the item with certainty.

Commentary148.3.4 The information supplied on this subject is published in the Letter Post Compendium.

148.5.1 A request by post is sent registered to the office of destination. The registration charge is included in the special charge; it must not be deducted when telecommunication is used.


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REQUEST

Date

For with-drawal fromthe post

For alterationor correctionof address

For cancellationor alterationof the COD amount

Offi ce of destination

Telefax No.

No. of item Date of dispatch

Our telefax No.

Offi ce of origin

NotesTo be sent by registered post

Country of origin

Descriptionof item

Alterationor correctionof address

Cancellation/Alteration of theCOD amount

Signature


CN 17

Withdrawalfrom the post

Facsimile attached

non-priority/surface

non-priority/surface

S.A.L.

S.A.L.

Please alter the COD amount

Nature of item

Offi ce of origin

Description (form, colour of the item, etc.)



Original COD amount in fi gures (where applicable)

Please return the item

Please redirect the item

New address or requested alterationpriority/air

priority/air

New COD amount (in words and fi gures)Please cancel the COD amount

Particulars to be supplied by the offi ce of exchange

DateS.A.L. Non-priority/surfacePriority/air

No.


Date and signature

To b

e su

pplie

d fo

r pa

rcel

s an

d re

gist

ered

and

insu

red

item

s on

ly

Mail inwhichthe itemwas sentabroad


No. of the bill/list

Serial No.

Bulk advice

Letter bill (CN 31 or CN 32) Special list (CN 38)

Dispatch list (CN 16)


F.�4

Reply of the offi ce of destination


Place, date and signature

To be returned, duly completed, to the offi ce of origin

The item in question has been seized under the country'sinternal legislation

The item in question has already been deliveredto the addressee

The request was not explicit enough;please send additional details

The search was unsuccessful

CN 17 (Back)


F.�5

Article RL �49Withdrawal from the post. Alteration or correction of address. Items posted in a country other than that which receives the request

� Any office which receives a request for withdrawal of items from the post or alteration or correction of address made in accordance with article RL �48.� shall verify the identity of the sender of the item. It shall ensure, in particular, that the address of the sender appears clearly in the place provided for that purpose on the CN �7 form. It shall then send the CN �7 form to the office of origin or destination of the item.

� If the request concerns a registered or insured item, the original receipt must be presented by the sender and the CN �7 form shall bear the notation: “Vu l’original du récépissé” (Seen, original receipt). Before the receipt is given back to the sender, the following notation shall be made on it: “Demande de retrait (de modification ou de correction d’adresse) déposée le ... au bureau de ...” (Request for withdrawal from the post (or for alteration or correction of address) made on ... at the office of ...). This note shall be accompanied by an impression of the date-stamp of the office receiving the request. The CN �7 form shall then be sent to the office of destination via the office of origin of the item.

� Any request made by telecommunications under the conditions laid down under � shall be sent direct to the office of destination of the item. If, however, it refers to a registered or insured item, a CN �7 form bearing the notations “Vu l’original du récépissé de dépôt” (Seen, original of certificate of posting) and “Demande transmise par voie des télécommunications déposée le ... au bureau de ...” (Request made by telecommunications on ... at the office of ...) shall, in addi-tion, be sent to the office of origin of the item. After verifying the details, the office of origin shall write at the top of the CN �7 form, in very bold characters, the note “Confirmation de la demande transmise par voie des télécommunications du ...” (Confirmation of request made by telecommunications dated ...) and shall send it to the office of destination. The office of destination shall hold the registered or insured item until receipt of this confirmation.

4 So that the sender may be informed, the office of destination of the item shall inform the office which receives the request how it has been dealt with. However, when a registered or insured item is concerned, this information shall pass through the office of origin of the item. In the case of withdrawal, the withdrawn item shall be attached to this information.

5 Article RL �48 shall apply, by analogy, to the office which receives the request and to its designated operator.

Commentary149.1 In the case of a registered or insured item, it is essential that the request be transmitted through the office of origin of the item.

149.2 Since the certificate of posting is the only document proving that the item really has been posted, it must be kept by the sender.


F.�6

149.3 The office of origin of a registered or insured item must be advised of a request by telecommunica-tions made in a third country in order to be able to confirm this request in writing to the office of destina-tion.


F.�7

Article 17Inquiries

1 Each designated operator shall be bound to accept inquiries relating to parcels or registered, insured or recorded delivery items posted in its own service or that of any other designated operator, provided that the inquiries are presented within a period of six months from the day after that on which the item was posted. The transmission of inquiries shall be made by priority mail, by EMS or by electronic means. The period of six months shall concern relations between claimants and designated operators and shall not include the transmission of inquiries between designated operators.

2 Inquiries shall be entertained under the conditions laid down in the Regulations.

3 Inquiries shall be free of charge. However, additional costs caused by a request for transmission by EMS shall, in principle, be borne by the person making the request.

Commentary17.3 CN 08 inquiries must be sent, whenever possible, by fax or e-mail, at no additional cost to the customer.

Prot Article XIInquiries

� Notwithstanding article �7.�, Bulgaria (Rep.), Cape Verde, Chad, Dem. People’s Rep. of Korea, Egypt, Gabon, Overseas Dependent Territories of the United Kingdom, Greece, Iran (Islamic Rep.), Kyrgyzstan, Mongolia, Myanmar, Philippines, Saudi Arabia, Sudan, Syrian Arab Rep., Turkmenistan, Ukraine, Uzbekistan and Zambia reserve the right to collect from customers charges on inquiries lodged in respect of letter-post items.

� Notwithstanding article �7.�, Argentina, Austria, Azerbaijan, Lithuania, Moldova and Slovakia reserve the right to collect a special charge when, on comple-tion of the investigation conducted in response to the inquiry, it emerges that the latter was unjustified.

� Afghanistan, Bulgaria (Rep.), Cape Verde, Congo (Rep.), Egypt, Gabon, Iran (Islamic Rep.), Kyrgyzstan, Mongolia, Myanmar, Saudi Arabia, Sudan, Suriname, Syrian Arab Rep., Turkmenistan, Ukraine, Uzbekistan and Zambia reserve the right to collect an inquiry charge from customers in respect of parcels.

4 Notwithstanding article �7.�, Brazil, Panama (Rep.) and the United States of America reserve the right to collect a charge from customers for inquiries lodged in respect of letter-post items and parcels posted in countries which apply that type of charge in accordance with paragraphs � to � of this article.

Letter Post – Conv Art �7; Prot Art XI

F.�8

Article RL �50Inquiries

� Principles�.� Within the period of time prescribed in article �7 of the Convention, inquiries

shall be accepted as soon as the problem is reported by the sender or the addressee. However, where a sender’s inquiry concerns an undelivered item and the anticipated transmission time has not expired, the sender should be informed of this transmission time.

� Preparation of request�.� Every inquiry shall involve the preparation of a CN 08 form. By agreement

between the designated operators involved, the inquiry may be in the form of a computer file or message (electronic CN 08) transmitted electronically, for example using the Internet. In the absence of such an agreement, it shall be in the form of the CN 08 document.

�.� The CN 08 form shall be accompanied, whenever possible, by a facsimile of the address of the item. The inquiry form shall be completed with all the details called for, including the mandatory information on charges paid if the inquiry concerns a registered item or an insured item, and very legibly, preferably in roman capital letters and arabic figures, or even better, in printed characters.

�.� If the inquiry concerns a cash-on-delivery item, it shall also be accompa-nied by a duplicate CN �9ter coupon.

�.4 One form may be used for several items posted at the same time at the same office by the same sender and sent by the same route to the same addressee.

�.5 All designated operators must send the International Bureau notification of the postal and, whenever possible, electronic addresses to which CN 08 inquiries and CN 08 duplicate inquiries must be sent.

�.6 The first designated operator to receive the CN 08 form and accompa-nying documents from a customer shall invariably complete its investi-gations within ten days and forward the CN 08 form and accompanying documents to the corresponding designated operator. The form and docu-ments shall be returned to the designated operator which originated the inquiry as soon as possible and at the latest within two months from the date of the original inquiry or within �0 days from the date of the original inquiry if the case was reported by fax or any other electronic means. Inquiries about insured, registered and recorded delivery items shall be accompanied by the addressee’s declaration made out on a CN �8 form and certifying the non-receipt of the item under inquiry, only if the sender so requires. After the corresponding period has elapsed, a reply shall be sent by fax, e-mail or any other means of telecommunication to the desig-nated operator of origin, at the expense of the designated operator of destination. Where there is an agreement about the use of an electronic system, the reply times shall be as set out in the agreement between the relevant designated operators, but shall be no longer than those specified in this paragraph.


F.�9

�.7 Replies to inquiries sent by fax or e-mail or by other electronic means must, wherever possible, be sent by the same means.

�.8 On request, a receipt or any reference number should be issued free of charge to a customer lodging an inquiry in each case where there is a requirement for the customer or the designated operator to be able to track the progress of the inquiry over time or where the designated operator pursues the inquiry using the CN 08 process. Each designated operator may design its own receipt. An example is provided in the Regulations for guidance purposes.

�.9 If the sender asserts that, despite the designated operator of destination’s attestation of delivery, the addressee claims not to have received the item under inquiry, the following procedure shall be followed. At the express request of the designated operator of origin, the designated operator of destination shall be obliged to provide the sender as soon as possible and, at the latest, within a period of �0 days from the date of sending of such a request, through the designated operator of origin, confirmation of the delivery by letter, CN 07 advice of delivery or some other means, signed in conformity with article RL ��7.�.� or RL ��8.�.�, as appropriate or a copy of a signature of acceptance or some other form of evidence of receipt from the recipient in conformity with article RL ��.5.�0 or RL ��4.6.8.

� Inquiries about recorded delivery items�.� The office which receives the inquiry shall automatically forward it to the

corresponding office. The latter, after obtaining the necessary information from the addressee or the sender, as the case may be, shall automati-cally return the CN 08 form to the office which prepared it. By agreement between the designated operators involved, the inquiry and response may be in the form of a computer file or message transmitted electronically, for example using the Internet World Wide Web. In the absence of such an agreement, the inquiry shall, where possible, be sent by fax or e-mail, without additional cost to the customer; otherwise the inquiry shall be sent by post. In the latter case, the form shall be sent in an envelope and without a covering letter by the quickest route (air or surface).

�.� If the inquiry is acknowledged to be justified, the office which prepared it shall forward the CN 08 form to its central administration for further inves-tigation.

4 Inquiries about registered items and insured items4.� Where an inquiry concerns registered items exchanged under the system

of bulk advice, the number and date of dispatch of the mail must be entered on the CN 08 inquiry. By agreement between the designated oper-ators involved, the inquiry and response may be in the form of a computer file or message which is transmitted electronically, for example, using the Internet. In the absence of such an agreement, the inquiry shall, where possible, be sent by fax or e-mail, without additional cost to the customer; otherwise the inquiry shall be sent by post. In the latter case, the form shall be sent automatically, without a covering letter and always by the quickest route (air or surface).


F.�0

4.� If the designated operator of origin or the designated operator of destina-tion so requests, the inquiry shall be forwarded direct from the office of origin to the office of destination.

4.� If, upon receipt of the inquiry, the central administration of the country of destination or the specially appointed office concerned is able to say what finally happened to the item, it shall complete the “Particulars to be supplied by the service of destination” part of the CN 08 form. In cases of delayed delivery, retention or return to origin the reason shall be shown briefly on the CN 08 form.

4.4 A designated operator which is unable to establish either delivery to the addressee or correct transmission to another designated operator shall immediately order the necessary inquiry. It shall record in the “Final reply” part of the CN 08 form its decision on liability. Where an electronic version of the CN 08 is used by agreement between designated operators, the designated operator accepting liability shall record in the authorization code box on the electronic CN 08 the reference number authorizing accept-ance of liability. The extent of the acceptance of liability shall be entered in the Remarks box (e.g. the full amount, half the amount paid (bulk advice) or according to the agreement between us, you have to compensate the inquirer).

4.5 The CN 08 form, duly completed as prescribed under 4.� and 4.4, shall be returned to the address of the office which prepared it using, where possible, the same means as was used for the transmission of the inquiry, electronically, by fax or e-mail, or by the quickest route, (air or surface).

4.6 The designated operator of origin shall send inquiries about items sent in transit à découvert at the same time to both the intermediate desig-nated operator and the designated operator of destination. Inquiries about items contained in closed mails which have transited through one or more intermediate designated operators shall in principle be handled directly between the country of origin and the country of final destination. Never-theless, the designated operator of origin may, in order to speed up the process of investigation, ask any intermediate designated operator to provide appropriate dispatch information.

4.6.� Inquiries sent to intermediate designated operators that so indicate in the Letter Post Compendium shall be accompanied by a CN �7, CN �8 or CN 4�, as appropriate. The copies may be either electronic or physical, according to the principles stated in �.5.

4.6.� Any intermediate designated operator consulted shall forward the CN 08 form to the next designated operator, and the corresponding CN �� form to the designated operator of origin, as soon as possible, but within a period not exceeding �0 days.

5 Inquiries about the non-return to sender of an advice of delivery5.� In the case provided for in article RL ��7.�.� and if an item has been

delivered, the designated operator of the destination country shall obtain on the CN 07 advice of delivery form bearing the word “Duplicata” the signature of the person who has received the item. Subject to the legisla-


F.��

tive provisions of the country of the designated operator dispatching an advice of delivery, instead of obtaining a signature on the duplicate of the advice of delivery, it shall also be authorized to attach to the CN 07 form a copy of a document used in the domestic service with the signature of the person who has received the item or a copy of the electronic signature affixed upon delivery of the item. The CN 07 form shall remain attached to the CN 08 inquiry form for subsequent delivery to the claimant.

6 Requests to be sent by telegram, by telex or by EMS6.� If a request is made for transmission of an inquiry by telegraph, a telegram

shall be sent, instead of the CN 08 form either to the central adminis-tration of the country of destination or to the specially appointed office concerned. The telegraph charge shall be collected from the inquirer.

6.� If a request is made for transmission by EMS, the charges normally collected for this service may be collected from the inquirer.

6.� In relations between two designated operators of countries admitting this procedure, the sender may ask to be advised by telegram of the action taken on his inquiry. In this case, he must pay the charge for a telegram, calculated on a fifteen-word basis. When telex is used, the charge collected from the sender shall normally be the same amount as that charged for forwarding the inquiry by telex. The cost of a reply sent by other means of telecommunication or by EMS shall be waived on the basis of reciprocity.

6.4 If the inquiry by telegram or by telex does not establish what happened to a registered or insured item, the inquiry shall be made again by post before indemnity is considered. A CN 08 form shall then be prepared for treat-ment according to 4.� to 4.6.

7 No reservations concerning the periods for the handling and settlement of inquiries may be made to this article, other than within the framework of a bilateral agreement.

Commentary150.2.1 Form CN 08 must be used only for irregularities concerning postal items. It is not to be used for other customer complaints such as the quality of the reception, etc.

150.2.5 Any information about the address to which inquiries must be sent are published in the Letter Post Compendium.

150.2.9 The copy of the signature shall be a photocopy or a copy produced by similar means.

150.4.3 Considering that the lack of information gives rise to further delay, Congress, in resolution C 64/Washington �989, recommended that DOs should instruct their offices about the need to complete all parts of the CN 08 form and, in particular, to give the reason for the delayed delivery, retention or return to origin, in order to provide the inquirer with precise information.

150.6.4 For determining liability, an inquiry by telecommunication is inadequate and should be supple-mented by the normal CN 08 inquiry procedure.


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Prot Article RL XITreatment of inquiries

� Notwithstanding article RL �50, the United States of America reserves the right not to accept CN 08 inquiries from the designated operator of origin for registered items sent as transit à découvert items and declines to accept liability for these types of prohibited items.

Letter Post – Conv Art �7; Prot Art RL XI

F.��

INQUIRY

CN 08Designated operator of origin

Registered InsuredRecordeddelivery

(Serial No.)

Offi ce of origin (to which the form is to be returned). Telefax No.

Date of duplicate

Service of destination. Telefax No.

Date of inquiry References

Particulars to be supplied by the service of origin

Reason for inquiry

Item not arrived Contents missing Damage Delay

Date of arrival

Advice of receipt not completed

No. of item

Priority Non-priority Parcel

LetterPrintedpaper

Smallpacket

WeightItem underinquiry

Amount of insured value COD amount and currency

Specialindications By airmail S.A.L. Express CODAdvice of receipt

Date

Posted

COD amount not received

Offi ce

Particulars to be supplied by the offi ce of exchange

Contents(precisedescription)

Item found

Receipt seen

Sender

Addressee

Name and full address. Telephone No.


To be sent to

the sender

Mail in which the item wassent abroad

Priority/Air S.A.L. Non-priority/SurfaceDate


Bulk advice

Serial No.

Date and signature

Letter bill (CN 31 or CN 32)

No

the addressee



Dispatch list (CN 16) Parcel bill (CP 87)

Special list (CN 33)


Charges paid (national currency) Other fees (national currency)

Advice of receiptnot returned

Unexplained return of item

The sender requests the addressee’s declaration on a CN 18 form

Amount of indemnity, including charges (in SDR)


F.�4

Particulars to be supplied by the intermediate services

Final reply

Particulars to be supplied by the service of destination

Mail in which the item was sent

Priority/Air S.A.L. Non-priority/SurfaceDateNo.




Serial No.

Bulk adviceDate and signature

Dispatch list (CN 16)

Letter bill (CN 31 or CN 32) Special list (CN 33)

Parcel bill (CP 87)

In caseof delivery

The item was duly delivered to the rightful owner

Date

In case of damage or delay, give the reason in the “Final reply” part under “Any other comments”

In case of non-delivery

The item

is being held at

was returnedto the offi ce of origin

was redirected

The item has not been received at the offi ce of destination. The addressee’s CN 18 declaration is attached

Name of offi ce

Reason

Date

Reason

Date

New address in full

COD

Dispatch of COD amountDate No. of money order

The amount was sent

to the sender of the item

to the giro offi ceName of giro offi ce

No.

The amount was credited to the giro accountReason

COD amount has not been collected

Delivery offi ce

Name, date and signature

The investigations made in our service have been unsuccessful. If the item under inquiry has not been received back by the sender, we authorize you to compensate the inquirer within the prescribed limits and to debit us in a CP 75 or CN 48 account, as appropriate

According to the agreement between our two countries, you have to compensate the inquirer

The full amount paid Half of the amount paid (bulk advice)

Reference

Any other comments

Designated operator of destination. Date and signature

CN 08 (Back) (Serial No.)


F.�5


Nature of itemPriority

Letter

Non-priority

Printedpaper

Parcel

Smallpacket Insured

Registered

Recordeddelivery

Airmail S.A.L. Express Advice of receipt

Insured value

CODOther information

No. of item

Offi ce of posting

DECLARATIONconcerning non-receipt(or receipt) of a postal item


Special particulars

Posting

Sender

Addressee

Contents

Declaration


Precise description of contents

This item was deliveredto me on

Date

I have not received this item by post or by any other meansPlace and date

Signature


COD amount and currency

Date of posting

Weight of item


F.�6

Weight

ADVICERedirection of a CN 08 form

CN 21

Date Our reference

Your date Your reference

Designated operator of origin

Offi ce or service sending the advice. Fax No.

Designated operator of origin of the inquiry

Item concerned

Information on the redirection of the item concerned


CN 08 form redirected today to

Other information

Notes

Signature

The offi ce of exchange of destination received the item without comment

If the inquiry is not answered in a reasonable time, a duplicate should be sent to the service to which we redirected the inquiry, giving the information below. The matter may be regarded as closed as far as our service is concerned

No. of item

Priority Non-priority Parcel

LetterPrintedpaper

Smallpacket

Item under inquiry

Amount of insured value COD amount and currency

Sender

Addressee



Name of offi ce. Fax No.

Mail

Priority/Air S.A.L. Non-priority/SurfaceDate


Bulk advice

Serial No.Letter bill (CN 31 or CN 32)

To b

e su

pplie

d fo

r pa

rcel

s an

d re

gist

ered

an

d in

sure

d ite

ms

only

No.



Dispatch list (CN 16) Parcel bill (CP 87)

Special list (CN 33)

Specialindications By airmail S.A.L. Express CODAdvice of receipt

Date

Posted

Offi ce

Receipt seenCharges paid (national currency) Other fees (national currency)


F.�7

Article RL �5�Inquiries concerning items posted in another country

� If the inquiry concerns an item posted in another country, the CN 08 form shall be forwarded to the central administration or the specially appointed office of the designated operator of origin of the item. The certificate of posting must be produced but shall not be attached to the CN 08 form. The latter shall be endorsed “Vu récépissé de dépôt No… délivré le… par le bureau de…”. (Seen, certificate of posting No… issued on … by the office of…).

� The form must reach the designated operator of origin within the period prescribed for the retention of documents.

Commentary151.1 Any information about the address to which inquiries must be sent is published in the Letter Post Compendium.Since the certificate of posting is the only document proving that the item really has been posted, it must be kept by the sender.


F.�8

Article 18Customs control. Customs duty and other fees

1 The designated operators of the countries of origin and destination shall be authorized to submit items to customs control, according to the legislation of those countries.

2 Items submitted to customs control may be subjected to a presenta-tion-to-Customs charge, the guideline amount of which is set in the Regula-tions. This charge shall only be collected for the submission to Customs and customs clearance of items which have attracted customs charges or any other similar charge.

3 Designated operators which are authorized to clear items through the Customs on behalf of customers may charge customers a customs clearance fee based on the actual costs. This fee may be charged for all items declared at Customs according to national legislation, including those exempt from customs duty. Customers shall be clearly informed in advance about the required fee.

4 Designated operators shall be authorized to collect from the senders or addressees of items, as the case may be, the customs duty and all other fees which may be due.

Commentary18.1 Congress adopted formal opinion C 40/Hamburg �984 to encourage DOs to approach the authori-ties in charge of customs questions in their countries to have their governments ratify Annex J.� to the Kyoto Customs Convention.In resolution C ��/Washington �989, Congress urged member countries to do everything possible to establish national postal-customs contact comms the better to solve any local problems.The conditions of submission of items to the Customs depend on any national law which the Customs is required to apply.Each country has the right to submit for customs inspection letters which appear to contain dutiable arts and have not been declared as such.For the list of DOs that place restrictions on the acceptance of arts subject to customs duty, see Prot art X.

18.2 DOs may collect the customs clearance charge on items submitted to customs control only if they have attracted customs charges.

18.4 The expression “customs duty” is to be interpreted in a wide sense so as to cover all import duties and charges that customs DOs are responsible for collecting in application of the national legislations of each country. In all cases the internal legislation is applicable.The DOs undertake to use their good offices with the appropriate national authorities to ensure that books, catalogues, newspapers and periodicals shall not, in view of their cultural value, be subject to customs duty (recommendation C 4/Ottawa �957).


F.�9

Prot Article XIIPresentation-to-Customs charge

� Gabon reserves the right to collect a presentation-to-Customs charge from customers.

� (See Parcel Post Manual.)

Article RL �5�Items subject to customs control

� Items to be submitted to customs control shall bear on the front a CN �� customs declaration, or be provided with a tie-on label in the same form. The CN �� customs declaration shall be affixed on the address side, in so far as possible in the top left-hand corner, beneath the sender’s name and address, which must appear on the item.

� Where designated operators so agree in advance, customs data provided in accordance with the instructions on the CN �� or CN �� customs declarations, including the names and addresses of the sender and addressee, may be trans-mitted electronically to the designated operator of the country of destination. The designated operator of origin may share all or part of these data with the customs administration in the country of origin for export purposes, and the designated operator of destination may share all or part of these data with the customs admin-istration in the country of destination for customs import purposes.

� The use of the data from the paper CN �� or CN �� customs declarations provided for in paragraph � above shall be restricted to processes relating to the exchange of mail and customs formalities in respect of the export or import of postal items and may not be used for any other purpose.

4 With the authorization of the designated operator of origin, users may use envelopes or wrapping bearing, in the place provided for affixing the CN �� customs declaration, a pre-printed facsimile of that declaration. Moreover, users may make the CN �� customs declaration with the authorization of the designated operator of origin. The dimensions, format and data elements must be the same as those of the CN �� customs declaration.

5 If the value of the contents declared by the sender exceeds �00 SDR, or if the sender prefers, the items shall also be accompanied by the prescribed number of separate CN �� customs declarations. One of these declarations must be affixed to the item. If the declaration is not directly visible on the front of the item, the detachable part of the CN �� customs declaration shall be affixed to the front of the item. It shall also be possible to replace the detachable part of the CN �� customs declaration with a gummed or self-adhesive white or green label inscribed as follows:

Letter Post – Conv Art �8; Prot Art XII; RL �5�

F.40

Inscription in black

6 CN �� customs declarations shall be securely attached to the outside of the item, preferably in a transparent adhesive envelope. Exceptionally, if the sender prefers, these declarations may be inserted in a closed envelope inside registered items, if they contain the valuable articles mentioned in article �5.6.� of the Conven-tion, or inside insured items.

7 Small packets shall always be provided with a customs declaration, which shall be either the CN �� form or the CN �� form as prescribed in paragraphs � to 6.

8 For M bags, the CN �� customs declaration shall be stuck on the address label if the country of destination so requests. If the value of the contents declared by the sender exceeds �00 SDR, or if the sender prefers, the detachable part of the CN �� customs declaration or the aforementioned gummed or self-adhesive label shall be affixed to the address label and the CN �� customs declarations shall be affixed to that same label. If the designated operator of the country of destination so requests, they shall be attached to one of the items contained in the bag.

9 The absence of a CN �� or CN �� customs declaration shall not, in any circumstances, involve the return to the office of origin of consignments of printed papers, serums, vaccines, perishable biological substances, radioactive materials and urgently required medicines which are difficult to obtain.

�0 The contents of the item shall be shown in detail on the CN �� and CN �� customs declarations. Descriptions of a general character shall not be admitted.

�� Designated operators shall accept no liability for the customs declara-tions. Completion of customs declarations shall be the responsibility of the sender alone. However, designated operators shall take all reasonable steps to inform their customers on how to comply with customs formalities, and specifically to ensure that CN �� and CN �� customs declarations are completed in full, in order to facilitate rapid clearance of items.

�� All provisions of other paragraphs of this article shall also apply to the data from the paper CN �� or CN �� customs declaration provided for in paragraph � above. In case of a discrepancy between the data on the CN �� or CN �� customs


CN 23 enclosedMay be opened

officially

(Size 50 x �5 mm, colour white or green)

F.4�

declaration and the electronic version provided pursuant to paragraph � above, the CN �� or CN �� customs declaration shall constitute the customs declaration.

Commentary152.1 Those items whose contents exceed �00 SDR in value must be accompanied by a CN �� customs declaration. For items of lower value the CN �� customs declaration may be used, unless the sender prefers to use the CN ��. In all cases it is the sender’s responsibility to complete the customs declaration fully and accurately in accordance with the instructions on the reverse.

152.4 The customs declaration should be attached to the outside of the postal item so it is clearly visible for customs inspection.

152.6 Further information about the use of customs declarations on postal items is published in the Letter Post Compendium.

152.9 The difficulties experienced by customs officials and subsequent delays to postal items are because of inexact or inadequate customs declarations, largely due to the users’ ignorance of customs require-ments. It is recommended that DOs issue guidance to their customers and encourage closer cooperation between the customs authorities and DOs. It is essential that the sender complete and sign a customs declaration in accordance with the provisions of the Acts and that the customer’s attention be drawn to the necessity of strictly observing the instructions on the back of forms CN �� and CN ��. For this purpose, DOs are recommended:a to check that all letter-post items subject to customs duty and all postal parcels are accompanied by

a customs declaration form CN �� or CN �� as the case may be, in the requisite number of copies;b to ensure that the customs declarations are fully completed in accordance with the instructions given

on the back of these forms;c when a declaration is obviously incomplete, to draw the sender’s attention to the customs regulations

and to accept only items accompanied by complete declarations;d to advise exporters of commercial items to provide in respect of the goods the country of origin and

the 6-digit Harmonized Commodity Description and Coding System tariff number (developed by the World Customs Organization) and to attach a commercial invoice to the outside of each item;

e to advise exporters of commercial items of the need, where appropriate, to attach a certificate of origin to each item, or a licence if required.


F.4�

May

be

open

ed

offi c

ially

CU

ST

OM

SD

EC

LAR

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CN

22

(Bac

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Des

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ift

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ify th

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rtic

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th

at th

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oes

not c

onta

in a

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ange

rous

art

icle

or

artic

les

pro-

hibi

ted

by le

gisl

atio

n or

by

post

al o

r cu

stom

s re

gula

tions

Dat

e an

d se

nder

’s s

igna

ture

(8)

See

inst

ruct

ions

on th

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ck

Oth

er

Tota

l w

eigh

t(in

kg)

(6

)

Tota

lva

lue

(7)

Qua

ntity

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det

aile

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tion

of c

onte

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(1)

For

com

mer

cial

item

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lyIf

know

n, H

S ta

riff n

umbe

r (4

) an

d co

untr

y of

orig

in o

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ds (5

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Imp

ort

ant!

CN

22

Com

mer

cial

sam

ple

Inst

ructi

ons

To a

ccel

erat

e cu

stom

s cl

eara

nce,

fi ll

in th

is fo

rm in

Eng

lish,

Fr

ench

or

in a

lang

uage

acc

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the

dest

inat

ion

coun

try.

If th

e va

lue

of th

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nten

ts is

ove

r 30

0 S

DR

, you

m

ust u

se a

CN

23

form

. You

must

giv

e th

e se

nder

’s fu

ll na

me

and

addr

ess

on th

e fro

nt o

f the

item

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(1)

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riptio

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nit o

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ach

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otto

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irts,

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rtic

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ect t

o qu

aran

tine

(pla

nt, a

nim

al, f

ood

prod

ucts

, etc

.).

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(3),

(6) a

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) G

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the

wei

ght a

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alue

of e

ach

artic

le a

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e to

tal w

eigh

t and

val

ue o

f the

item

. Ind

icat

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cy u

sed,

e.g

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F fo

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wis

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ncs.

(4) a

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digi

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on th

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arm

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omm

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orld

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ufac

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bled

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you

supp

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atio

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tach

an

invo

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to th

e ou

tsid

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this

will

assi

st C

usto

ms

in p

roce

ssin

g th

e ite

ms.

(8)

Your

sig

natu

re a

nd th

e da

te c

onfi r

m y

our

liabi

lity

for

the

item

.

No

te. –

It is

reco

mm

ende

d th

at d

esig

nate

d op

erat

ors

indi

cate

th

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uiva

lent

of 3

00 S

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eir

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Tick

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Lett

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24th

Con

gres

s 20

08, a

rt R

L 15

2.1

– S

ize

74 x

105

mm

, w

hite

or g

reen

May

be

open

ed

offi c

ially

CU

ST

OM

SD

EC

LAR

ATIO

N

CN

22

(Bac

k)

Des

igna

ted

oper

ator

Wei

ght

(in k

g)

Valu

e (3

)

Doc

umen

tsG

ift

I, th

e un

ders

igne

d, w

hose

nam

e an

d ad

dres

s ar

e gi

ven

on th

e ite

m,

cert

ify th

at th

e pa

rtic

ular

s gi

ven

in th

is d

ecla

ratio

n ar

e co

rrec

t and

th

at th

is it

em d

oes

not c

onta

in a

ny d

ange

rous

art

icle

or

artic

les

pro-

hibi

ted

by le

gisl

atio

n or

by

post

al o

r cu

stom

s re

gula

tions

Dat

e an

d se

nder

’s s

igna

ture

(8)

See

inst

ruct

ions

on th

e ba

ck

Oth

er

Tota

l w

eigh

t(in

kg)

(6

)

Tota

lva

lue

(7)

Qua

ntity

and

det

aile

d de

scrip

tion

of c

onte

nts

(1)

For

com

mer

cial

item

s on

lyIf

know

n, H

S ta

riff n

umbe

r (4

) an

d co

untr

y of

orig

in o

f goo

ds (5

)

Imp

ort

ant!

CN

22

Com

mer

cial

sam

ple

Inst

ructi

ons

To a

ccel

erat

e cu

stom

s cl

eara

nce,

fi ll

in th

is fo

rm in

Eng

lish,

Fr

ench

or

in a

lang

uage

acc

epte

d by

the

dest

inat

ion

coun

try.

If th

e va

lue

of th

e co

nten

ts is

ove

r 30

0 S

DR

, you

m

ust u

se a

CN

23

form

. You

must

giv

e th

e se

nder

’s fu

ll na

me

and

addr

ess

on th

e fro

nt o

f the

item

.

(1)

Giv

e a

deta

iled

desc

riptio

n, q

uant

ity a

nd u

nit o

f mea

-su

rem

ent f

or e

ach

artic

le, e

.g. 2

men

’s c

otto

n sh

irts,

esp

e-ci

ally

for a

rtic

les

subj

ect t

o qu

aran

tine

(pla

nt, a

nim

al, f

ood

prod

ucts

, etc

.).

(2),

(3),

(6) a

nd (7

) G

ive

the

wei

ght a

nd v

alue

of e

ach

artic

le a

nd th

e to

tal w

eigh

t and

val

ue o

f the

item

. Ind

icat

e th

e cu

rren

cy u

sed,

e.g

. CH

F fo

r S

wis

s fra

ncs.

(4) a

nd (5

) Th

e H

S ta

riff n

umbe

r (6-

digi

t) m

ust b

e ba

sed

on th

e H

arm

oniz

ed C

omm

odity

Des

crip

tion

and

Cod

ing

Sys

tem

dev

elop

ed b

y th

e W

orld

Cus

tom

s O

rgan

izat

ion.

C

ount

ry o

f orig

in m

eans

the

coun

try

whe

re th

e go

ods

orig

inat

ed, e

.g. w

ere

prod

uced

, man

ufac

ture

d or

ass

em-

bled

. It i

s re

com

men

ded

you

supp

ly th

is in

form

atio

n an

d at

tach

an

invo

ice

to th

e ou

tsid

e as

this

will

assi

st C

usto

ms

in p

roce

ssin

g th

e ite

ms.

(8)

Your

sig

natu

re a

nd th

e da

te c

onfi r

m y

our

liabi

lity

for

the

item

.

No

te. –

It is

reco

mm

ende

d th

at d

esig

nate

d op

erat

ors

indi

cate

th

e eq

uiva

lent

of 3

00 S

DR

in th

eir

natio

nal c

urre

ncy

Tick

one

or

mor

e bo

xes

Lett

er P

ost,

24th

Con

gres

s 20

08, a

rt R

L 15

2.1

– S

ize

74 x

105

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, w

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or g

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F.4�

CU

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S D

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LAR

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o. o

f ite

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arco

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f any

)

CN

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Det

aile

d de

scrip

tion

of c

onte

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(1)

Cou

ntry

of o

rigin

of g

oods

(8)

HS

tarif

f num

ber

(7)

Offi

ce o

f orig

in/D

ate

of p

ostin

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May

be

open

ed o

ffi ci

ally

(Des

igna

ted

oper

ator

)

From

To

Sen

der’s

Cus

tom

s re

fere

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(if a

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I cer

tify

that

the

part

icul

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give

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this

cus

tom

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cla-

ratio

n ar

e co

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that

this

item

doe

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tain

any

da

nger

ous

artic

le o

r ar

ticle

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ohib

ited

by le

gisl

atio

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by p

osta

l or

cust

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regu

latio

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d se

nder

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igna

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(15)

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ost,

24th

Con

gres

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08, a

rt R

L 15

2.3

– S

ize

210

x 14

8 m

m

For

com

mer

cial

item

s on

ly

Impo

rter

’s re

fere

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(if a

ny) (

tax

code

/VAT

No.

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ptio

nal)

Com

men

ts (1

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e.g.

: goo

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ubje

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qua

rant

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san

itary

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spec

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Nam

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Bus

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Str

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Pos

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Valu

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(13)

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good

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Impo

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leph

one/

fax/

e-m

ail (

if kn

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Net

wei

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(in k

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Lice

nce

(12)

Cat

egor

y of

item

(10)

Oth

er

Tota

l gro

ss w

eigh

t (4)

Tota

l val

ue (6

)

Gift

Exp

lana

tion:

No.

of i

nvoi

ceIn

voic

e (1

4)

Com

mer

cial

sam

ple

Qua

ntity

(2)

Pos

tal c

harg

es/F

ees

(9)

Imp

orta

nt!

See

inst

ruct

ions

on th

e ba

ck


F.44

CN

23

(Bac

k)

Inst

ructi

ons

You

shou

ld a

ttac

h th

is C

usto

ms

decl

arat

ion

and

acco

mpa

nyin

g do

cum

ents

sec

urel

y to

the

outs

ide

of th

e ite

m, p

refe

rabl

y in

an

adhe

sive

tran

spar

ent e

nvel

ope.

If th

e de

clar

atio

n is

not

cle

arly

vis

ible

on

the

outs

ide,

or

if yo

u pr

efer

to e

nclo

se it

insi

de th

e ite

m, y

ou m

ust fi

x a

labe

l to

the

outs

ide

indi

catin

g th

e pr

esen

ce o

f a

cust

oms

decl

arat

ion.

To a

ccel

erat

e cu

stom

s cl

eara

nce,

com

plet

e th

is d

ecla

ratio

n in

Eng

lish,

Fre

nch

or in

a la

ngua

ge a

ccep

ted

in th

e de

stin

atio

n co

untr

y.

To c

lear

you

r ite

m, t

he C

usto

ms

in th

e co

untr

y of

des

tinat

ion

need

to k

now

exa

ctly

wha

t the

con

tent

s ar

e. Y

ou m

ust t

here

fore

com

plet

e yo

ur d

ecla

ratio

n fu

lly a

nd

legi

bly;

oth

erw

ise,

del

ay a

nd in

conv

enie

nce

may

resu

lt fo

r th

e ad

dres

see.

A fa

lse

or m

isle

adin

g de

clar

atio

n m

ay le

ad to

a fi

ne o

r to

sei

zure

of t

he it

em.

Your

goo

ds m

ay b

e su

bjec

t to

rest

rictio

ns. I

t is

your

resp

onsi

bilit

y to

enq

uire

into

impo

rt a

nd e

xpor

t reg

ulat

ions

(pro

hibi

tions

, res

tric

tions

suc

h as

qua

rant

ine,

ph

arm

aceu

tical

rest

rictio

ns, e

tc.)

and

to fi

nd o

ut w

hat d

ocum

ents

, if a

ny (c

omm

erci

al in

voic

e, c

ertifi

cat

e of

orig

in, h

ealth

cer

tifi c

ate,

lice

nce,

aut

horiz

atio

n fo

r go

ods

subj

ect t

o qu

aran

tine

(pla

nt, a

nim

al, f

ood

prod

ucts

, etc

.) ar

e re

quire

d in

the

dest

inat

ion

coun

try.

Com

mer

cial

item

mea

ns a

ny g

oods

exp

orte

d/im

port

ed in

the

cour

se o

f a b

usin

ess

tran

sact

ion,

whe

ther

or n

ot th

ey a

re s

old

for m

oney

or e

xcha

nged

.

(1)

Giv

e a

deta

iled

desc

riptio

n of

eac

h ar

ticle

in th

e ite

m, e

.g. “

men

’s c

otto

n sh

irts”

. Gen

eral

des

crip

tions

, e.g

. “sp

are

part

s”, “

sam

ples

” or

“fo

od p

rodu

cts”

are

not

pe

rmitt

ed.

(2)

Giv

e th

e qu

antit

y of

eac

h ar

ticle

and

the

unit

of m

easu

rem

ent u

sed.

(3) a

nd (4

) G

ive

the

net w

eigh

t of e

ach

artic

le (i

n kg

). G

ive

the

tota

l wei

ght o

f the

item

(in

kg),

incl

udin

g pa

ckag

ing,

whi

ch c

orre

spon

ds to

the

wei

ght u

sed

to

calc

ulat

e th

e po

stag

e.

(5) a

nd (6

) G

ive

the

valu

e of

eac

h ar

ticle

and

the

tota

l, in

dica

ting

the

curr

ency

use

d (e

.g. C

HF

for

Sw

iss

franc

s).

(7) a

nd (8

) Th

e H

S ta

riff n

umbe

r (6

-dig

it) m

ust b

e ba

sed

on th

e H

arm

oniz

ed C

omm

odity

Des

crip

tion

and

Cod

ing

Sys

tem

dev

elop

ed b

y th

e W

orld

Cus

tom

s O

rgan

izat

ion.

“C

ount

ry o

f orig

in”

mea

ns th

e co

untr

y w

here

the

good

s or

igin

ated

, e.g

. wer

e pr

oduc

ed/m

anuf

actu

red

or a

ssem

bled

. Sen

ders

of c

omm

erci

al it

ems

are

advi

sed

to s

uppl

y th

is in

form

atio

n as

it w

ill as

sist

Cus

tom

s in

pro

cess

ing

the

item

s.

(9)

Giv

e th

e am

ount

of p

osta

ge p

aid

to th

e P

ost f

or th

e ite

m. S

peci

fy s

epar

atel

y an

y ot

her

char

ges,

e.g

. ins

uran

ce.

(10)

Ti

ck th

e bo

x or

box

es s

peci

fyin

g th

e ca

tego

ry o

f ite

m.

(11)

P

rovi

de d

etai

ls if

the

cont

ents

are

sub

ject

to q

uara

ntin

e (p

lant

, ani

mal

, foo

d pr

oduc

ts, e

tc.)

or o

ther

rest

rictio

ns.

(12)

, (13

) and

(14)

If

your

item

is a

ccom

pani

ed b

y a

licen

ce o

r a

cert

ifi ca

te, t

ick

the

appr

opria

te b

ox a

nd s

tate

the

num

ber.

You

shou

ld a

ttac

h an

invo

ice

for

all

com

mer

cial

item

s.

(15)

Yo

ur s

igna

ture

and

the

date

con

fi rm

you

r lia

bilit

y fo

r th

e ite

m.


F.45

Prot Article RL XIIItems subject to customs control

� Notwithstanding article RL �5�, the United Kingdom of Great Britain and Northern Ireland will not accept liability for obtaining the signature of the sender on the forms CN �� and CN �� to the effect that the item does not contain any dangerous article prohibited by the postal regulations.

Article RL �5�Presentation-to-Customs charge

� The guideline amount of the special charge prescribed in article �8.� of the Convention for items submitted to customs control in the country of origin or of destination shall be �.6� SDR. For each M bag, the guideline maximum amount is �.�7 SDR.

Article RL �54Cancellation of customs duty and other fees

� Designated operators shall undertake to seek from the appropriate services in their country cancellation of customs duty and other fees on items:�.� returned to origin;�.� destroyed because of total damage to the contents;�.� redirected to a third country.

Articles 19 and 20 See Section H.

Letter Post – Conv Art �8; Prot Art RL XII; RL �5� and �54

G.�

Letter Post – Conv Art 2�

Section G

Liability of designated operators

Article 21Liability of designated operators. Indemnities

1 General1.1 Except for the cases provided for in article 22, designated operators

shall be liable for:1.1.1 the loss of, theft from or damage to registered items, ordinary parcels

and insured items;1.1.2 the loss of recorded delivery items;1.1.3 the return of registered items, insured items and ordinary parcels on

which the reason for non-delivery is not given.1.2 Designated operators shall not be liable for items other than those

mentioned in 1.1.1 and 1.1.2.1.3 In any other case not provided for in this Convention, designated

operators shall not be liable.1.4 When the loss of or total damage to registered items, ordinary parcels

and insured items is due to a case of force majeure for which indem-nity is not payable, the sender shall be entitled to repayment of the charges paid for posting the item, with the exception of the insurance charge.

1.5 The amounts of indemnity to be paid shall not exceed the amounts mentioned in the Letter Post Regulations and the Parcel Post Regula-tions.

1.6 In cases of liability, consequential losses or loss of profits shall not be taken into account in the indemnity to be paid.

1.7 All provisions regarding liability of designated operators shall be strict, binding and complete. Designated operators shall in no case, even in case of severe fault, be liable above the limits provided for in the Convention and the Regulations.

2 Registered items2.1 If a registered item is lost, totally rifled or totally damaged, the sender

shall be entitled to an indemnity set in the Letter Post Regulations. If the sender has claimed an amount less than the amount set in the Letter Post Regulations, designated operators may pay that lower amount and shall receive reimbursement on this basis from any other designated operators involved.

2.2 If a registered item is partially rifled or partially damaged, the sender is entitled to an indemnity corresponding, in principle, to the actual value of the theft or damage.

G.2


3 Recorded delivery items3.1 If a recorded delivery item is lost, totally rifled or totally damaged, the

sender shall be entitled to refund of the charges paid for posting the item only.

4 (See Parcel Post Manual.)

5 Insured items5.1 If an insured item is lost, totally rifled or totally damaged, the sender

shall be entitled to an indemnity corresponding, in principle, to the insured value in SDRs.

5.2 If an insured item is partially rifled or partially damaged, the sender shall be entitled to an indemnity corresponding, in principle, to the actual value of the theft or damage. It may, however, in no case exceed the amount of the insured value in SDRs.

6 If a registered or insured letter-post item is returned and the reason for non-delivery is not given, the sender shall be entitled to a refund of the charges paid for posting the item only.

7 If a parcel is returned and the reason for non-delivery is not given, the sender shall be entitled to a refund of the charges paid by the sender for posting the parcel in the country of origin and the expenses occasioned by the return of the parcel from the country of destination.

8 In the cases mentioned in 2, 4 and 5, the indemnity shall be calculated according to the current price, converted into SDRs, of articles or goods of the same kind at the place and time at which the item was accepted for convey-ance. Failing a current price, the indemnity shall be calculated according to the ordinary value of articles or goods whose value is assessed on the same basis.

9 When an indemnity is due for the loss of, total theft from or total damage to a registered item, ordinary parcel or insured item, the sender, or the addressee, as the case may be, shall also be entitled to repayment of the charges and fees paid for posting the item with the exception of the registra-tion or insurance charge. The same shall apply to registered items, ordinary parcels or insured items refused by the addressee because of their bad condi-tion if that is attributable to the postal service and involves its liability.

10 Notwithstanding the provisions set out under 2, 4 and 5, the addressee shall be entitled to the indemnity after delivery of a rifled or damaged regis-tered item, ordinary parcel or insured item.

11 The designated operator of origin shall have the option of paying senders in its country the indemnities prescribed by its national legislation for registered items and uninsured parcels, provided that they are not lower than those laid down in 2.1 and 4.1. The same shall apply to the designated

G.�

Letter Post – Conv Art 2�; RL �55

operator of destination when the indemnity is paid to the addressee. However, the amounts laid down in 2.1 and 4.1 shall remain applicable.11.1 in the event of recourse against the designated operator liable; or11.2 if the sender waives his rights in favour of the addressee or vice

versa.

12 Reservations concerning the exceeding of deadlines for inquiries and payment of indemnity to designated operators, including the periods and conditions fixed in the Regulations, shall not be made, except in the event of bilateral agreement.

Commentary21 Liability also extends to postage-free items.

21.1.1.1 Where, through the fault of the Post, an item is delivered to a person other than the addressee, this is also “loss”. The question of who can, in the circumstances, be considered the entitled person on behalf of the addressee is a matter for internal legislation.The Post is not liable for delay in the dispatch, transmission or delivery of an item.DOs assume no liability for carrying out subsequent instructions given by entitled persons unless these instructions reach the offices concerned in due time. In other words, DOs assume liability for carrying out instructions relating to withdrawal from the post, alteration or correction of address, cancellation or altera-tion of a COD amount, if these instructions reach the offices concerned in due time.

21.2 The customer is entitled to the amount of the indemnity in force at the time the item was posted (IB opinion).

21.2.1 As registration is not intended for items of material value, it corresponds solely to the interest attached by the sender to delivery of the item. Payment of the amount due in case of loss is thus in the nature of a cash indemnity in respect of such prejudice to the sender’s interest and is not a refund.The equivalent of the amounts mentioned in 2.� and 2.2 in the national currency of each country is published in the Letter Post Compendium.If the sender demands an amount inferior to the standard indemnity, he shall not receive more than the sum requested.

21.3.1 Liability for loss of recorded delivery items rests with DOs in certain well-defined circumstances, which are the same as those for registered items. But it is not envisaged that risks of force majeure be covered, nor is it intended that anyone other than the sender be compensated. The amount of compensa-tion is the sum of the charges paid by the sender, ie all charges are reimbursed in the event of loss. No other compensation is envisaged.

21.5.1 That is, the equivalent in the currency of the country of origin corresponding as closely as possible to the insured value in SDR.

21.7 It is the DO that collected the charge in respect of claims which refunds to the party concerned, where appropriate.

Article RL �55Application of the liability of designated operators

� Designated operators’ liability shall be as binding for items conveyed à découvert as for those forwarded in closed mails.

2 Designated operators which undertake to cover risks arising from a case of force majeure shall be liable towards senders of items posted in their country for

G.�

any loss due to a case of force majeure occurring at any time during transmission of the items. This undertaking shall also cover any redirection or return to origin.

� The designated operator in whose service the loss, theft, damage or unex-plained return occurred shall decide, according to the laws of its country, whether the loss, theft, damage or unexplained return was due to circumstances amounting to force majeure. These circumstances shall be communicated to the designated operator of the country of origin if the latter designated operator so requests.

� The amount of the indemnity referred to in article 2�.2.� of the Convention for the loss of, total theft from or total damage to a registered item shall be �0 SDR. The indemnity for the loss of, total theft from or total damage to a registered M bag shall be �50 SDR. Charges and fees paid by the sender for posting the item, with the exception of the registration charge, shall be added to these values to deter-mine the total compensation payable.

5 The amount of the indemnity referred to in article 2�.2.2 of the Convention for registered items that are partially rifled or partially damaged shall not exceed the corresponding amounts mentioned in paragraph � for registered items that are lost, totally rifled, or totally damaged.

6 Designated operators participating in the exchange of COD items shall be liable, up to the COD amount, for the delivery of COD items without collection of funds or against collection of a sum lower than the COD amount. Designated operators shall assume no liability for delays which may occur in the collection and dispatch of funds.

Commentary155.2 The dispatching country which has undertaken to cover risks arising from force majeure is liable in all cases, unless it exercises its right of recourse where the corresponding DO on whose territory or in whose service the loss has occurred also accepts liability for risks arising from force majeure.

155.3 As the decision lies solely within the competence of the legislation of the country in which the loss has occurred, the circumstances constituting a case of force majeure need not automatically and in all cases be notified to the DO of origin. It is sufficient if such information is available on request.


G.5

Article 22Non-liability of member countries and designated operators

1 Designated operators shall cease to be liable for registered items, recorded delivery items, parcels and insured items which they have delivered according to the conditions laid down in their regulations for items of the same kind. Liability shall, however, be maintained:1.1 when theft or damage is discovered either prior to or at the time of

delivery of the item;1.2 when, internal regulations permitting, the addressee, or the sender

if it is returned to origin, makes reservations on taking delivery of a rifled or damaged item;

1.3 when, internal regulations permitting, the registered item was deliv-ered to a private mail-box and the addressee declares that he did not receive the item;

1.4 when the addressee or, in the case of return to origin, the sender of a parcel or of an insured item, although having given a proper discharge, notifies the designated operator that delivered the item without delay that he has found theft or damage. He shall furnish proof that such theft or damage did not occur after delivery. The term “without delay” shall be interpreted according to national law.

2 Member countries and designated operators shall not be liable:2.1 in cases of force majeure, subject to article 13.6.9;2.2 when they cannot account for items owing to the destruction of offi-

cial records by force majeure, provided that proof of their liability has not been otherwise produced;

2.3 when such loss, theft or damage has been caused by the fault or negligence of the sender or arises from the nature of the contents;

2.4 in the case of items that fall within the prohibitions specified in article 15;

2.5 when the items have been seized under the legislation of the country of destination, as notified by the member country or designated oper-ator of that country;

2.6 in the case of insured items which have been fraudulently insured for a sum greater than the actual value of the contents;

2.7 when the sender has made no inquiry within six months from the day after that on which the item was posted;

2.8 in the case of prisoner-of-war or civilian internee parcels;2.9 when the sender’s actions may be suspected of fraudulent intent,

aimed at receiving compensation.

3 Member countries and designated operators shall accept no liability for customs declarations in whatever form these are made or for decisions taken by the Customs on examination of items submitted to customs control.


G.6

Commentary22.2.1 By “force majeure” is generally meant in the legal sense any event not resulting from the dangers inherent in actual handling and not attributable to human error; an event, moreover, in which all foresight and all precautions are of no avail and which it is impossible to withstand when it occurs. However, the legal interpretation may be more or less restrictive.Generally speaking loss or damage to mails due to acts of war, including confiscation of mails resulting from military censorship, are considered cases of force majeure.

22.2.7 The six-month period concerns relations between claimants and DOs and does not include the transmission of inquiries from DO to DO.Any country which, under this art, is exempt from all liability for the loss of a registered item may decline to invoke this clause where satisfactory proof is furnished that the delay was inevitable (recommendation C 7/Paris �9�7).

Article RL �56Delivery of a rifled or damaged insured item

� The office making delivery of a rifled or damaged insured item shall prepare a CN 2� report on the joint inspection and have it countersigned, whenever possible, by the addressee. One copy of the report shall be handed to the addressee or, if the item is refused or redirected, attached to it. One copy shall be retained by the designated operator which prepared the report.

2 If the item is delivered, the copy of the CN 2� report prepared in accordance with article RL �9�.��.2 shall be attached to the item and dealt with in accordance with the regulations of the country of destination. If the item is refused, the said copy shall remain attached to the item.

� When internal regulations so require, an item subjected to the treatment specified in � shall be returned to the sender if the addressee refuses to counter-sign the CN 2� report.


G.7

CN 24REPORT

Date Reference

Designated operator

Offi ce preparing the report

Letter-post item Postal parcel

Decrease in weightDamageTheftLoss

Irregularities


Reason for report

Sender

Addressee

Posting of item

Special particulars

Contents

Packing



Offi ce of posting Date Serial number

Weight shown Weight observedCOD amount and currencyInsured value

Other particulars

From the invoiceFrom the customs declaration

According to the addressee or the sender

Detailed description

The contents have been examined in the presence ofthe addressee the sender

Contents established on examination

Contents damaged

Contents missing

External packing

Internal packing

The item is sealed by

wax seals security tapesNumber of seals Private mark on seals

The packing should be regarded as regulationThe item is unsealed

Yes No

Letter Post – Conv Art 22; RL �56, form

G.�

Description

Damage/Theft

Method of conveyance

The loss is due to

Amount and currency

According to the addressee According to the senderDate of dispatch

Date of arrival

The item was contained in an The fastening (lead seal) of the receptacle was

not intactintactouter receptacleinner receptacle

By airmail By train By shipFlight No./Train No./Name of ship

in a receptacle Loose

After repacking and weighing, the itemhas been forwarded to its destination

The contents have been destroyedby the undersigned offi ce The packing is held here

New weight

The sender refuses the item

The sender has accepted the item

The addressee refuses the item

The addressee has accepted the itemAmount of indemnity claimed

Mail in which the item was sent

Subsequent treatment of the item

Signature of addressee or sender

AttestationAuthority to which the report should be sent

Offi ce preparing the reportSignature of the postal offi cials Signature of the customs offi cer (as applicable)

In witness whereof, we have drawn up this report, a duplicate of which has been sent (with a CP 78 verifi cation note in the case of a postal parcel) to the authority shown below

No.Dispatching offi ce


CN 24 (Back)

Estimate of loss


G.9

Article 23Sender’s liability

1 The sender of an item shall be liable for injuries caused to postal offi-cials and for any damage caused to other postal items and postal equipment, as a result of the dispatch of articles not acceptable for conveyance or the non-observance of the conditions of acceptance.

2 In the case of damage to other postal items, the sender shall be liable for each item damaged within the same limits as designated operators.

3 The sender shall remain liable even if the office of posting accepts such an item.

4 However, where the conditions of acceptance have been observed by the sender, the sender shall not be liable, in so far as there has been fault or negligence in handling the item on the part of designated operators or carriers, after acceptance.

Article RL �57Establishment of sender’s liability

� A designated operator which finds damage that is due to the fault of the sender shall inform the designated operator of origin, whose responsibility it is to take action against the sender where appropriate.

2 With reference to the provisions of paragraph �, the designated opera-tors of origin and of destination may agree to draw up the accounting procedure concerning the amount of damage to be covered by the sender.


G.�0

Article 24Payment of indemnity

1 Subject to the right of recourse against the designated operator which is liable, the obligation to pay the indemnity and to refund the charges and fees shall rest either with the designated operator of origin or with the designated operator of destination.

2 The sender may waive his rights to the indemnity in favour of the addressee. Conversely, the addressee may waive his rights in favour of the sender. The sender or the addressee may authorize a third party to receive the indemnity if internal legislation allows this.

Article RL �5�Payment of indemnity

� The designated operator of origin or destination, as the case may be, shall be authorized to indemnify the rightful claimant on behalf of the designated operator which, having participated in the conveyance and having been duly informed, has allowed two months and, if the case was reported by fax or any other electronic means by which receipt of the inquiry can be confirmed, �0 days to pass without finally settling the matter, or without having reported:�.� that the damage appeared to be due to a case of force majeure;�.2 that the item had been detained, confiscated or destroyed by the compe-

tent authority because of its contents or seized under the legislation of the country of destination.

2 The periods of two months and thirty days stipulated under � begin to run from the date on which the CN 0� form was duly completed by the designated operator of origin, including the necessary information concerning the transmission of dispatches.

� The designated operator of origin shall be authorized to indemnify the rightful claimant on behalf of the designated operator of destination which, having been duly informed about the request of the designated operator of origin to provide confirmation of delivery of the item under inquiry, mentioned in article RL �50.2.9, has allowed �0 days to pass, from the date of the sending of such a request by the designated operator of origin, without replying to a second inquiry concerning inappropriate execution of service.

� The designated operator of origin or destination, as the case may be, shall be authorized to postpone payment of the indemnity to the rightful claimant in cases where the form is not properly completed or incorrect and has to be returned for additional information or amendment, thereby causing the time limit set in � to be exceeded. It shall be possible to pay the indemnity within an additional time limit of two months from the date on which the CN 0� form is completed or amended.

Letter Post – Conv Art 2�; RL �5�

G.��

If no additional information is added or no amendment is made to the inquiry, the designated operator concerned shall be authorized not to indemnify the rightful claimant.

5 No reservations concerning the periods for the treatment and settlement of inquiries and the period and conditions for the payment of indemnity and the reimbursement of paying designated operators may be made to this article, except within the framework of a bilateral agreement.

Commentary158.1 A DO which has allowed two months to pass without answering a claim may not invoke art RL �6�.2, so as to pay only half of the amount of the indemnity.

158.2 The period of two months or �0 days should run only from the date at which all the necessary information has been entered on the CN 0� form by the office of exchange or by the central service of the DO of origin. Incomplete CN 0� forms result in protracted claim times, and it would be unfair to penalize the DO of destination.

Article RL �59Period for payment of indemnity

� The payment of the indemnity shall be made as soon as possible and, at the latest, within a period of three months from the day following the day of inquiry.

2 No reservations concerning the period for the payment of indemnity may be made to this article, other than within the framework of a bilateral agreement.

Commentary159.1 The “day of inquiry” is the day on which the formal inquiry is filed, ie the date entered in the appro-priate place on the CN 0� form or, in the absence of such indication, the date-stamp impression of the post office at which the form is handed in.

Article RL �60Automatic payment of indemnity

� The return of a CN 0� form in which the “Particulars to be supplied by the intermediate services”, “Particulars to be supplied by the service of destination” and “Final reply” sections have not been completed shall not be considered as a final reply within the meaning of article RL �5�.�.

Commentary160.1 It is important to ensure that a detailed investigation is always made. The fact is that CN 0� forms are frequently returned without certain information (date of delivery, addressee’s declaration made out on a form conforming to the specimen CN ��, etc). In some cases, the DO of destination authorizes the DO of origin of the item under inquiry to pay half the indemnity on its behalf, without detailed investigation of the inquiry.

Letter Post – Conv Art 2�; RL �5�, �59 and �60

G.�2

Article RL �6�Determination of liability between designated operators

� Until the contrary is proved, liability shall rest with the designated operator which, having received the item without reporting a discrepancy by means of a CN �� verification note at the time of receipt of the mail in which the item was dispatched, and being furnished with all the prescribed means of inquiry, cannot prove either delivery to the addressee or, where appropriate, correct transfer to another designated operator.

2 If the loss theft or damage occurs in the course of conveyance without it being possible to establish in which country’s territory or service it happened, the designated operators concerned shall bear the loss equally. However, in the case of the loss of registered items, this principle shall apply only to items identified by a CN 0� label with a unique item identifier, in accordance with article RL ��2, Registered items. Otherwise, the dispatching designated operator alone shall bear the loss.

� As regards insured items, the liability of a designated operator towards other designated operators shall in no case exceed the maximum insured value that it has adopted.

� Designated operators not providing the insured items service shall assume, in respect of such items conveyed in closed mails, the liability laid down for registered items. This provision shall also apply when designated operators do not accept liability for insured items carried on board the ships or aircraft used by them.

5 If the loss, theft or damage of an insured item occurs in the territory or service of an intermediate designated operator which does not provide the insured items service, the designated operator of origin shall bear the loss not covered by the intermediate designated operator. The same rule shall apply if the amount of the damage is higher than the maximum insured value adopted by the intermediate designated operator.

6 Customs duty and other fees of which it has not been possible to secure cancellation shall be borne by the designated operators liable for the loss, theft or damage.

7 A designated operator which has paid the indemnity shall take over the rights, up to the amount of the indemnity, of the person who has received it in any action which may be taken against the addressee, the sender or third parties.

Commentary161.2 Should an insured item be lost in circumstances such as those described and should the loss, after being apportioned equally, exceed the amount for which one of the transit countries may be deemed liable under �6�.5, the difference must be shared among the DOs of all the other countries concerned.When the exchange of registered items takes place under the bulk advice system, the liability for paying the indemnity which may be due for the loss of an art shall be shared equally between the DOs of origin and destination of the mail presumed to have contained the lost item, unless the liability of an intermediate

Letter Post – Conv Art 2�; RL �6�

G.��

DO can be established, or unless either the DO of origin or the DO of destination admits or discovers that the loss occurred in its own services.DOs which have subscribed to an agreement to deal with registered arts on the bulk advice system cannot be relieved of their liability by citing unilateral proofs based on an entry or an individual acknowledgement, accidental or otherwise, made by their services.The entry in detail of some registered items, in particular, constitutes a unilateral derogation of the bulk advice principle and cannot be invoked by the DO which had practised it in order to be relieved of its share of liability (formal opinion C 50/Tokyo �969).

Article RL �62Procedures for determining the liability of designated operators

� Until the contrary is proved and subject to article RL �6�.2 of the Conven-tion, an intermediate designated operator or designated operator of destination shall be relieved of all liability:�.� when it has observed the provisions for inspection of mails and establish-

ment of irregularities;�.2 when it can prove that it was informed of the inquiry after the destruction

of the official records relating to the item in question, the period of reten-tion having expired. This reservation shall not prejudice the rights of the claimant;

�.� when, in the case of individual entry of registered items, correct delivery of the lost item cannot be proved because the designated operator of origin did not enter the registered items in detail on the CN �� or CN �2 letter bill or on the CN �� special lists.

2 Until the contrary is proved, a designated operator dispatching an insured item shall be relieved of all liability if the office of exchange to which the item has been consigned has not sent to the dispatching designated operator, by the first available mail after inspection, a CN 2� report stating either that the whole packet of insured articles or the particular item is missing or has been tampered with.

� If the theft or damage of an insured item has been established in the country of destination or, in the case of return to sender, in the country of origin, it shall be for the designated operator of that country to prove:�.� that neither the packet, envelope or bag and its fastening, nor the wrapping

and fastening of the item bore any apparent trace of theft or damage;�.2 that the weight established at the time of posting has not varied.

� When the proof mentioned in � has been furnished, none of the other designated operators concerned may repudiate its share of liability on grounds that it handed over the item without the next designated operator having made any objection.

5 When a registered item or an insured item has been lost, rifled or damaged as the result of force majeure, the designated operator in whose territorial jurisdic-tion or services the loss, theft or damage occurred shall be liable to the designated

Letter Post – Conv Art 2�; RL �6� and �62

G.��

operator of origin only if the two designated operators undertake to cover risks of force majeure.

Commentary162.1.3 For the model of form CN ��, see art RL �7�.For the model of form CN �2, see art RL ��2.For the model of form CN ��, see art RL �76.


G.�5

Article 25Possible recovery of the indemnity from the sender or the addressee

1 If, after payment of the indemnity, a registered item, a parcel or an insured item or part of the contents previously considered as lost is found, the sender or the addressee, as the case may be, shall be advised that the item is being held at his disposal for a period of three months on repayment of the amount of the indemnity paid. At the same time he shall be asked to whom the item is to be delivered. In the event of refusal or failure to reply within the prescribed period, the same approach shall be made to the addressee or the sender as the case may be, granting that person the same period to reply.

2 If the sender and the addressee refuse to take delivery of the item or do not reply within the period provided for in paragraph 1, it shall become the property of the designated operator or, where appropriate, designated operators which bore the loss.

3 In the case of subsequent discovery of an insured item the contents of which are found to be of less value than the amount of the indemnity paid, the sender or the addressee, as the case may be, shall repay the amount of this indemnity against return of the item, without prejudice to the consequences of fraudulent insurance.

Commentary25.1 It is understood that the entitled person shall have the right to retain the indemnity he has received if he declines to take delivery of an item which has since been found.

Article RL �6�Recovery from air carriers of indemnities paid

� When the loss, theft or damage occurs in the service of an air carrier, reimbursement of the indemnity paid to the sender shall be recovered from the carrier:�.� by the designated operator of origin if it settles conveyance dues direct

with the air carrier;�.2 by the designated operator that collected the conveyance dues, when the

designated operator of origin does not settle them direct with the air carrier. The indemnity paid to the sender shall be reimbursed to the designated operator of origin by the designated operator that collected the convey-ance dues.

Commentary163 The practical method of application for recovery from air carriers decided upon by the IATA–UPU Contact Committee is given below.i Conditions for the recovery of indemnities from air carriers shall be established through contract

between DOs and air carriers or by legislation.ii Where contracts are not instituted, or do not include specific tender/recovery procedures, DOs shall

develop a mutually acceptable method of verification at the point of tender and recovery.

Letter Post – Conv Art 25; RL �6�

G.�6

iii In order to define liability, failure to comply with the practical methods of application to the relevant Convention arts for mails tendered or recovered will result in the transfer of liability to the offending party.

Article RL �6�Reimbursement of the indemnity to the paying designated operator

� The designated operator which is liable or on behalf of which payment is made shall reimburse the paying designated operator the amount of indemnity, charges and fees paid to the rightful claimant according to the mandatory informa-tion provided on the CN 0� form. The accounting procedures to be followed are described in articles RL �65 and RL �66.

2 If the indemnity, charges and fees paid which were reimbursed to the rightful claimant are due to be borne by several designated operators, the whole of the indemnity, charges and fees paid which were reimbursed to the rightful claimant shall be paid to the paying designated operator by the first designated operator which, having duly received the item claimed for, is unable to prove its correct transfer to the next service. It shall rest with this designated operator to recover from the other designated operators which are liable each one’s share of the indemnity paid to the rightful claimant.

� The designated operator whose liability is duly established and which has at first declined to pay the indemnity shall assume all additional costs resulting from the unwarranted delay in payment.

Commentary164.3 By “additional costs” are understood, for example, interest, bank charges and differences in exchange rates, even if under certain conditions the last two categories normally devolve also on the creditor DO. Administrative expenses as well as legal expenses incurred by the creditor DO through any action undertaken in the interest of the DO responsible or in its own interests may also be included in “additional costs”.In short, it is for the creditor DO to decide in each individual case which charges it considers as additional costs. The one condition which it must adhere to strictly in determining them is the following: there must be a direct relation of cause and effect between the unjustified delay in the payment of compensation by the debtor DO on the one hand, and the charges borne by the creditor DO on the other. The extent of the “additional costs” will depend on the actual circumstances in each case.

Article RL �65Settlement of indemnities between designated operators

� If, one year after the date of dispatch of authorization to pay the indemnity, the paying designated operator has not debited the account of the designated operator which is liable, the authorization shall be considered null and void. The designated operator which received it shall then no longer be entitled to claim reimbursement of any indemnity paid.

2 When liability has been admitted, as well as in the case provided for in article RL �5�.�, the amount of the indemnity may also be automatically recovered

Letter Post – Conv Art 25; RL �6�, �6� and �65

G.�7

from the designated operator which is liable through a liquidation account, either direct or through the intermediary of a designated operator which regularly draws up liquidation accounts with the designated operator which is liable.

� If the sender or the addressee takes delivery of an item found afterwards against repayment of the amount of the indemnity, that sum shall be refunded to the designated operator or, where appropriate, designated operators which bore the loss, within one year of the date of such repayment.

� Designated operators may agree to settle periodically for the indemnities which they have paid to the rightful claimants and which they have accepted as justified.

5 The designated operators of origin and destination may agree that the whole of the loss shall be borne by the designated operator which has to make the payment to the rightful claimant.

6 The creditor designated operator shall be reimbursed in accordance with the rules for payment laid down in article RL 2�9.

Article RL �66Accounting for amounts due in respect of indemnity for letter-post items

� When payments have to be charged to the designated operators which are liable, the creditor designated operator shall prepare CN �� monthly or quarterly accounts.

2 The CN �� account shall be sent in duplicate to the debtor designated operator by the quickest route (air or surface), and at the latest within two months following the period to which it relates. “Nil” accounts shall not be prepared.

� After checking and acceptance, one copy of the CN �� account shall be returned to the creditor designated operator, at the latest by the end of two months from the date of dispatch. If the creditor designated operator has not received any notice of amendment within the prescribed time limit, the account shall be regarded as fully accepted.

� In principle, these accounts shall be settled separately. However, designated operators may come to an agreement that they are to be settled with the CN 5� detailed account or with the CN 52 general account, or possibly with the CP 75 account.

Commentary166.4 For the models of forms CN 5� and CN 52, see art RL 2��.

Letter Post – Conv Art 25; RL �65 and �66

G.��


Notes1

To be fi lled in by typewriter or computer printer

CN 48STATEMENTAmounts due in respect of indemnityDate

QuarterMonth

Year


Date of posting, item No.and offi ce of origin Destination

Ser

ial N

o.

1 2 3 4 5

Letters authorizing recoveries(No. of statement, name of offi ce, date, reference No. of debtor designated operator)

Amount in SDR


Seen and accepted by the debtor designated operatorPlace, date and signature


1

2

3

4

5

6

7

8

9

Total

Postal parcelsLetter post

1 A

ny o

bser

vatio

ns m

ay b

e m

ade

on th

e av

aila

ble

part

of t

he fr

ont o

r on

the

back

of t

he fo

rm

Method of settlement Direct Via UPU*Clearing


H.�

Letter Post – Art RL �67

Section H

Procedures concerning the transmission, routeingand receipt of mails/items

Article RL �67Exchange of items

� Designated operators may exchange, via one or more of their number, closed mails as well as à découvert items according to needs and service requirements.

2 When exceptional circumstances oblige a designated operator temporarily to suspend its services wholly or in part, it shall immediately inform the designated operators concerned.

3 When the conveyance of mail in transit through a member country takes place without the participation of the designated operator of that member country, this form of transit shall not involve the liability of the designated operator of the transit member country.

4 Designated operators may send surface mails by air, with reduced priority. The designated operator of destination shall indicate the office of exchange or the airport of destination for such mails.

5 Designated operators shall make every effort to capture and exchange pre-dispatch and dispatch receipt information in accordance with UPU PREDES and RESDES EDI messages for all letter-post dispatches and receptacles and include item-level data when identified items are present.

Commentary167.2 With regard to maintaining postal relations in cases of disputes, conflict or war, Congress adopted resolution C 37/Lausanne �974, as given below:“Congress, considering the peaceful and humanitarian role played by the Universal Postal Union in helping to bring peoples and individuals together, convinced of the need to maintain postal exchanges, as far as possible, with or between regions afflicted by disputes, disturbances, conflicts or wars, and in view of the initiatives taken and the experience of certain Governments or humanitarian organizations in this field, appeals urgently to the Governments of member countries, as far as possible and unless the United Nations General Assembly or Security Council has decided otherwise (in accordance with art 4� of the United Nations Charter), not to interrupt or hinder postal traffic – especially the exchange or correspond-ence containing messages of a personal nature in the event of dispute, conflict or war, the efforts made in this direction being applicable even to the countries directly concerned, and authorizes the Director-General of the International Bureau of the UPU:i to take what initiatives he considers advisable to facilitate, while respecting national sovereignties,

the maintenance or re-estalishment of postal exchanges with or between the parties to a dispute, conflict or war;

ii to offer his “good offices” to find a solution to postal problems which may arise in the event of a dispute, conflict or war.”

It is understood that each DO is the sole judge of what constitutes exceptional circumstances.

167.3 This form of transit concerns in particular mail exchanged in containers by international road transport.

H.2

Letter Post – Art RL �67 and �68

167.5 Most countries have IT systems in place for supporting their postal operations, including a system for exchanging EDI messages. The pre-advice information provided in PREDES makes it possible to plan workflows, register incoming mail efficiently and securely, and track and trace items; it can also be used for accounting operations. Replies in RESDES allow quick acknowledgment of receptacles received and make track and trace possible.

Article RL �68Priority treatment of priority items and airmail items

� Designated operators shall be bound to forward by the air communications they use for the conveyance of their own priority items and airmail items the items of this type which reach them from other designated operators.

2 Designated operators without an air service shall forward priority items and airmail items by the most rapid means used for mails. The same shall apply if for any reason routeing by surface means is more advantageous than the use of airlines.

3 Each designated operator shall stipulate a specific hand-over time of prefer-ably one hour, to two hours maximum, to the receiving designated operator within their contracts with airlines. The receiving designated operator shall endeavour to assist in the enforcement of this by providing the sending designated operator with monitoring of the airlines’ performance against this time.

4 Designated operators shall take all necessary steps to:4.� ensure the best conditions for the receipt and onward transmission of

mails containing priority items and airmail items;4.2 ensure that agreements concluded with the carriers concerning the priority

due to such mails are respected;4.3 speed up the operations relating to customs control of priority items and

airmail items addressed to their countries;4.4 keep to a strict minimum the time required for forwarding priority items

and airmail items posted in their country to the countries of destination and for having priority items and airmail items arriving from abroad deliv-ered to the addressees. Single items arriving in a priority or airmail mail and not provided with a priority or airmail marking according to article RL �25 should nevertheless be regarded as priority or airmail items and be inserted in the domestic priority or airmail handling stream of the desig-nated operator of destination.

5 Designated operators of transit and destination shall treat priority items and airmail items equally; designated operators shall also give the same treatment to surface LC items when no better service is available to the sender. Similarly, no distinction as regards speed of handling shall be made between non-priority items, surface AO items and S.A.L. items.

H.3


Commentary168 The Lausanne Congress passed resolution C 60/�974 which affirms the principles of freedom of transit with regard to air hijacking. The mails affected by such activities are inviolable, and the subsequent forwarding of the said mails must be assured on a priority basis by the country where the aircraft landed or was freed, even if this aircraft is the subject of disputes of a non-postal nature.Capacity planning on flights is important for air transportation. Designated operators are strongly recom-mended to work closely with airlines to plan the required capacity for mail volumes in advance.

Article RL �69Mails

� Mails shall be classified as follows:�.� “Airmails” which are conveyed by air with priority. Airmails may contain

airmail items and priority items.�.2 “Priority mails” which are conveyed by surface but which have the same

priority as airmails. Priority mails may contain priority items and airmail items.

�.3 “Surface airlifted (S.A.L.) mails” which contain S.A.L. items and non-priority items.

�.4 “Surface mails” which contain surface mail and non-priority items.

2 Mails conveyed by air or by surface containing only items posted in bulk shall be called “bulk mails”.2.� The provisions of these Regulations applicable to the mails under �.� to

�.4 shall also apply to bulk mails conveyed by the same route or mode, unless specific arrangements are expressly made.

3 The exchange of mails shall be carried out by offices called “offices of exchange”. Wherever an office of exchange needs to be specified on a postal form, this shall be done in accordance with the rules set out in UPU Technical Standard S34 (Identification/codification of International Mail Processing Centres (IMPCs)). This encompasses:3.� the name of the office of exchange;3.2 the name of the designated operator responsible for the office of

exchange;3.3 in barcoded identifiers: the S34 code identifying the office of exchange.

4 All offices of exchange shall be registered in the International Mail Processing Centre codelist by the designated operator responsible for that office. This list is published on the UPU website.

5 On any form, an office or exchange shall be identified by its name, together with the name of the responsible designated operator, as published in the above-mentioned codelist.

6 In barcoded identifiers, the S34 code shall be used to identify a particular office of exchange. Designated operators should maintain a list of the operator responsible for each code in their databases.

H.4

Commentary169.1.1 The �984 Hamburg Congress adopted the concept of “priority” to distinguish “airmail items” (letter-post items conveyed by air) from surface airlifted mail. The term “priority” covers not only the priority accorded to mail by airlines but also the priority handling given airmail corr by DOs under art RL �68.

169.1.3 The term “S.A.L.” is the abbreviation of “Surface Air Lifted”.

Article RL �70Exchange in closed mails

� Closed mails shall be made up for the country of destination when the number of items per mail or per day (when several dispatches are made in a day) exceeds the limits for à découvert transit stated in article RL �7�.

2 The exchange of items in closed mails shall be regulated by common consent between the designated operators concerned. Any changes in routeing shall be notified by the dispatching designated operator to the designated operator of destination at the earliest opportunity and, if possible, before the date of imple-mentation.

3 In order to participate in good quality mail circulation, every designated operator should make up a minimum of three priority letter mails per week for each destination. If the volume and weight of items do not warrant such frequency, dispatch in transit á découvert should be envisaged.

4 Designated operators through which closed mails are to be forwarded shall be given suitable notice.

5 In cases where an exceptionally large number of ordinary or registered items has to be sent to a country to which mail is normally sent in transit à découvert, the designated operator of origin shall be authorized to make up closed mails for the offices of exchange of the country of destination. It shall advise the designated operators of the countries of transit and destination accordingly.

Article RL �7�Transit à découvert

� The transmission of à découvert items to an intermediate designated operator shall be strictly limited to cases where the making up of closed mails for the country of destination is not justified. À découvert transmission shall not be used to countries of destination for which the average weight of the mail regularly exceeds three kilogrammes per mail or per day (when several dispatches are made in a day) and shall not be used for M bags.

2 The dispatching designated operator shall consult the intermediate desig-nated operators as to the suitability of using them for à découvert items to the destinations concerned and notify the designated operators concerned of the date

Letter Post – Art RL �69, �70 and �7�

H.5

on which dispatch of mail in transit à découvert commences. Items in transit à découvert shall, as far as possible, be sent to an designated operator which makes up mails for the designated operators of destination.

3 A découvert items forwarded by surface shall be subject to the payment of transit charges calculated in accordance with article RL 208.

4 A découvert airmail items and à découvert S.A.L. items forwarded by normal airmail shall be subject to the payment of transit charges calculated according to article RL 236.

5 In the absence of a special agreement, all items posted on board a ship and not included in a closed bag mentioned in article �9 of the Convention shall be handed over à découvert by the ship’s agent direct to the post office at the port of call, whether these items have been stamped on board or not.

6 In the absence of special agreement, items for transit à découvert shall be bundled as follows:6.� priority items sent by air and airmail items shall be made up in bundles

identified by CN 25 labels;6.2 priority items sent by surface, non-priority items and surface items shall

be made up in bundles identified by CN 26 labels.

7 When their number and make-up permit, items sent à découvert to a desig-nated operator shall be separated by country of destination. They shall be made up in bundles labelled with the name of each country in roman letters.

Commentary171.6.1 For the other models of CN 25 labels, see art RL �73.

171.6.2 For the models of CN 26 labels, see art RL �73.

171.7 Separation by country of destination is essential in all cases where the average weight of items exceeds 500 g per mail or per day (when several dispatches are made in a day), unless the number of items is ten per mail or less. Bundles containing items for reforwarding as priority items by air or surface must be labelled on the basis of the CN 68 List. When the weight of the items in transit à découvert to be reforwarded by air does not warrant the make-up of separate labelled bundles for each country of destina-tion, the dispatching DO gathers them, sorted into categories, in bundles identified by the appropriate CN 25 labels, according to groups of countries of destination on the basis of the information in the CN 68 List. When the total weight of the separate labelled bundles sent to an intermediate DO exceeds 3 kg, the bundles are placed in one or more bags with labels bearing the word “Transit” in bold letters. When the total weight of such bundles is less than 3 kg, the bundles must, as far as possible, be placed in an extra-light bag (which may be made of transparent plastic); sealed, labelled “Transit” and inserted in the bag which contains the letter bill.

Letter Post – Art RL �7�

H.6

Priority – LC CN 25

Letter Post, 24th Congress 2008, art RL 171.6.1 – Size 105 x 74 mm or 148 x 105 mm, colour white


Dispatching offi ce

Dispatching offi cial

By airmail

Itemsà découvert

No. of group of countries of destination

In case of irregularity, this label must be attached to the verifi cation note


AO CN 25

Letter Post, 24th Congress 2008, art RL 171.6.1 – Size 105 x 74 mm or 148 x 105 mm, colour light blue


Dispatching offi ce


By airmail

Itemsà découvert




Letter Post – Art RL �7�, forms

H.7

RPriority –LC

AO

Number of registered items

CN 25

Letter Post, 24th Congress 2008, art RL 171.6.1 – Size 105 x 74 mm or 148 x 105 mm, colour pink

Note. – To take account of the needs of their service, designated operators may alter slightly the text, size or colour of these forms without, however, deviating too far from the instructions contained in the model.


Dispatching offi ce


By airmail

Registereditemsà découvert





H.8

Article RL �72Routes and methods of transmission of insured items

� By means of the CN 27 tables received from the others concerned, each designated operator shall decide on the routes to be used for the transmission of its insured items.

2 In the relations between countries separated by one or more intermediate services, insured items shall follow the most direct route. Nevertheless, the desig-nated operators concerned may arrange with one another to provide for transmis-sion à découvert by circuitous routes where the transmission by the most direct route would not carry with it a guarantee of liability over the whole distance.

3 Subject to service requirements, insured items may be dispatched in closed mails. They may also be handed over à découvert to the first intermediate desig-nated operator if that designated operator is able to arrange for their transmission under the conditions prescribed in the CN 27 tables.

4 Designated operators of origin and destination may agree among themselves to exchange insured items in closed mails by means of the services of one or more intermediate countries, whether these participate in the insured items service or not. The intermediate designated operators shall be advised at least one month prior to commencement of the service.

Commentary172 With regard to the security of valuable items conveyed by the Post, Congress adopted recommenda-tion C 63/Lausanne �974 concerning general security and protection measures at offices of exchange and airports.


H.9

TABLERoutes and methods of transmission of insured items


NotesCountries for which the above-mentioned designated operator accepts insured items in transit on the conditions given below


Ser

ial N

o.

Country of destination

21 3 4 5 6

RoutesIntermediate countries and sea services to be used

Limitof insuredvalue

Observations

Letter Post – Art RL �72, form

H.�0

Article RL �73Make-up of mails

� Making up of bundles�.� All ordinary items which can be bundled shall be classified by size (stand-

ardized items, large flat items and other items) and arranged with the addresses facing the same way. Designated operators applying the clas-sification system based on contents provided for in article �2.3 of the Convention shall bundle the items according to the following categories:

�.�.� letters and postcards;�.�.2 newspapers and periodicals as mentioned in article RL �84.5 and 7;�.�.3 other AO items.�.2 The bundles shall be distinguished by labels bearing the indication in

roman letters of the office of destination or of the reforwarding office of the items enclosed in the bundles. CN 25 labels shall be used in the case of priority items sent by air or airmail items and CN 26 labels in the case of priority items sent by surface, non-priority items or surface items.

�.3 Unpaid or underpaid items shall be made up in separate bundles which shall be placed in the bag containing the letter bill. The bundle label shall be impressed with the T stamp.

�.4 The thickness of the bundles of standardized items shall be limited to �50 mm after bundling. The weight of bundles of non-standardized items may not exceed 5 kilogrammes.

�.5 If priority items and letters show signs of opening, deterioration or damage, a note of the fact shall be made on them and they shall be marked with the date-stamp of the office which discovered it. In addition, when the secu-rity of the contents so requires the items shall be placed if possible in a transparent envelope or in a fresh packing on which the details appearing on the envelope shall be reproduced.

2 Making up of bags2.� Mails, including those made up solely of empty bags, shall be contained

in bags the number of which shall be kept to the strict minimum. The bags shall be in good condition to protect their contents. Each bag shall be labelled.

2.2 The bags shall be closed, sealed preferably with lead. The seals may also be made of light metal or plastic. The sealing shall be so done that it cannot be handled or tampered with without showing signs thereof. The impressions of the seals shall reproduce, in very legible roman letters, the name of the office of origin or an indication sufficient to identify that office. However, if the designated operator of origin so wishes, the impressions of the seals need only reproduce an indication of the name of the designated operator of origin.

2.3 If a number and the country of dispatch are indicated on the means of closure, and if the bags have red labels, this number may also be entered on the CN 3� and CN 32 letter bills and, as appropriate, on the CN 33 special list.


H.��

2.4 Except as noted in 2.4.�, for the make-up of airmails, bags either entirely blue or with wide blue bands shall be used. In the absence of special agreement between the designated operators concerned, the airmail bags shall also be used for priority mails. For making up surface mails or surface airlifted mails, surface bags of a colour other than that of the airmail bags (e.g. beige, brown, white, etc.) shall be used. Designated operators of destination must, however, check all the bag labels in order to ensure correct processing.

2.4.� Designated operators that use a common mailbag for multiple purposes may use these bags in the make-up of mails for all the above categories as long as the bag labels correctly identify the category of mail contained within such mailbags.

2.5 Designated operators may agree on a bilateral basis to use special airmail bags or receptacles such as trays, etc., with markings that distinguish them as containing express items only.

2.6 The bags shall show legibly in roman letters the office or country of origin and bear the word “Postes” (Post) or any other similar expression distin-guishing them as postal dispatches.

2.7 When the number or volume of the items necessitates the use of more than one bag, separate bags shall, as far as possible, be used:

2.7.� for letters and postcards;2.7.2 where applicable, for the newspapers and periodicals mentioned in article

RL �84.5 and 7;2.7.3 for other AO items;2.7.4 where applicable, for small packets; the labels on these bags shall bear

the words “Petits paquets”.2.8 The packet or bag of registered or insured items shall be placed in one of

the bags of letters or in a separate bag; the outer bag shall invariably bear a red label. When there are several bags of registered or insured items, all the bags must bear a red label.

2.9 Designated operators may agree on a bilateral basis not to insert any ordi-nary mail in the bag containing the letter bill, but to keep the bag purely for registered, insured and express items.

2.�0 The weight of each bag shall in no circumstances exceed 30 kilo-grammes.

3 Making up of packets and envelopes3.� In the absence of special agreement, small mails shall simply be wrapped

in strong paper so as to prevent any damage to the contents.3.2 The packets shall be tied with string and sealed with lead, light metal or

plastic seals.3.3 When the packets contain only ordinary items they may be closed by

means of gummed seals bearing the printed indication of the office of origin.

3.4 For airmail dispatches of priority items and airmail items in small quanti-ties, CN 28 envelopes may be used. They shall be made either of strong blue paper or of plastic or other material and bearing a blue label.


H.�2

3.5 Late postings at airport offices of priority items and airmail items in small quantities may be sent, by aircraft about to leave, in CN 28 envelopes. This procedure shall be admitted only for dispatch to the exchange offices of those designated operators of destination which have agreed to receive airmail items made up in this manner.

4 Sacs collecteurs. Conveyance in containers4.� As far as possible, offices of exchange shall include in their own mails for

a particular office all the small mails (packets or bags) which reach them for that office.

4.2 Where warranted by the number of light-weight bags, envelopes or packets to be conveyed on the same sector, sacs collecteurs shall be made up, wherever possible. They shall be made up by the post offices responsible for handing over airmails to the airline undertaking the conveyance. The labels of sacs collecteurs shall bear in bold letters the indication “Sac collecteur”. The designated operators concerned shall agree as to the address to be put on the labels.

4.3 For conveyance purposes, mails may be placed in containers, subject to special agreement between the designated operators concerned on the methods of using the containers.

4.4 Designated operators may agree on a bilateral basis to exchange mails in receptacles other than bags (e.g. trays, pallets, etc.) when it is established that this will ease the handling process and safeguard the condition of the mail.

Commentary173.1.1 In recommendation C 75/Washington �989, Congress recommended that DOs use appropriate bundling materials.

173.1.2 For the models of CN 25 labels concerning transit à découvert, see art RL �7�.

173.2 Bags must be closed as near as possible to the contents in order to ensure maximum stability of the latter (resolution C 69/Hamburg �984).

173.2.1 Advantage is to be gained from making up special dispatches of empty bags since they are usually handled in special sections.

173.2.2 Tin or plastic seals should be used only where DOs are sure that the sealing leaves no scope for rifling. When DOs are in agreement on this subject, bags containing unregistered non-priority items and unregistered AO items only and empty bags need not be sealed with lead; the same applies to bags containing unregistered items if they are conveyed in a sealed container by a direct service or if they are forwarded by a country of embarkation that puts them into such a container for the country of destination. When string is used it shall be passed twice round the neck of the bag in such a way that one of the two ends is drawn under the loops and then tied. After being sealed with lead, the ends of the string shall not protrude more than necessary from the lead seal so that the string cannot be released or removed without damaging the lead seal.

173.2.3 Bags intended for making up airmails should have a reinforced neck-hem at least 8 mm thick, so that the string cannot be slipped off and replaced without traces appearing.The words “or bags of the same colour” refer to the possibility of using lightweight bags with the appear-ance of surface bags.For the model of form CN 3�, see art RL �74.For the model of form CN 32, see art RL �82.For the model of form CN 33, see art RL �75.


H.�3

173.2.8 For the use of red labels, see art RL �84.3.�.

173.3.2 If lead, light metal or plastic seals are used, these mails must be made up so that the string cannot be detached.

173.3.3 DOs may agree to use the same means of closing for mails containing registered items which, because of their small number, are transported in packets or envelopes. In that case, the addresses of the packets and envelopes shall conform, as regards the printed details and the colours, to the provisions prescribed in art RL �83 for the labels of bags of mails. However, closing by means of gummed seals shall not be permitted for bags containing insured items.

173.4.3 The Washington Congress recommended that DOs with a containerization programme actively seek bilateral agreements for use of these receptacles in their international service (recommendation C 76/�989).

Prot Article RL XIIIBags

�. The provisions of article �73.2.�0 shall not apply to Great Britain, whose national legislation requires a lower weight limit. Health and safety legislation in Great Britain limits the weight of mail bags to 20 kilogrammes.

Letter Post – Art RL �73; Prot Art RL XIII

H.�4


Priority – LC


By airmail

CN 25



Dispatching offi ce


AOBy airmail


CN 25




Dispatching offi ce


Letter Post – Art RL �73, forms

H.�5


R


Priority –LC

AO


CN 25

By airmail




Dispatching offi ce



Priority – LC


CN 26



Dispatching offi ce



H.�6

Non-priority – AO


CN 26




Dispatching offi ce


R






CN 26Non-priority –AO

Priority – LC


Dispatching offi ce



H.�7

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H.�8

Article RL �74Letter bills

� A CN 3� letter bill shall accompany each mail except for bulk mails and for mails intended for direct access to the domestic systems. The letter bill shall be placed in an envelope marked in bold letters “Feuille d’avis” (Letter bill). This envelope shall be pink if the mail contains insured items and blue if it does not. It shall be fastened to the outside of the packet or bag of registered items. If there are no registered items, the envelope shall whenever possible be attached to a bundle of ordinary items.

2 Bulk mails shall be accompanied by a CN 32 letter bill, as provided for in article RL �82.

3 For mails intended for direct access to the domestic system, designated operators shall agree among themselves on the documents to be used. This documentation may be a modified CN 3� letter bill or another mutually acceptable document, such as a domestic mail statement.

4 Except for the cases provided for in articles RL �78.� and RL �79.2, where a dispatch does not contain any registered or insured mail, designated operators may agree bilaterally to attach the letter bill to the outside of one of the bags of the dispatch in a strong waterproof pouch which will withstand the rigours of trans-portation.

5 In relations between countries whose designated operators have reached agreement, the dispatching office of exchange shall send one copy of the CN 3� by air to the office of exchange of destination. Designated operators may, by means of special agreements, decide that mails containing empty bags exclusively shall not be accompanied by a letter bill.

6 Designated operators may agree bilaterally or multilaterally to exchange letter bills or letter bill data via electronic means; in this case, they may decide that the dispatches they exchange do not need to be accompanied by a physical CN 3� letter bill.

7 The dispatching office shall complete the letter bill with all the details called for, taking the following into account:7.� Heading: in the absence of special agreement, dispatching offices shall

number the letter bills according to an annual series for each office of destination separately for surface mail, S.A.L. mail and airmail or priority and non-priority mail. Each mail shall thus bear a separate number. In the case of the first dispatch of each year the letter bill shall bear, in addition to the serial number of the mail, that of the last mail of the preceding year. If a mail is suppressed, the dispatching office shall enter beside the number of the last mail the indication “Last mail”.

7.2 Table �: Designated operators may agree that only red-label bags shall be entered in table � of the letter bills.


H.�9

7.3 Table 3: The total number of registered items, both those individually listed and those advised in bulk, and the total number of insured items included in the mail shall be entered in table 3 of the letter bills.

7.4 The number of registered items and insured items relating to the postal service and the number of items returned to origin, exempt from terminal dues, shall be entered in table 3 in the column headed “Number of items returned to origin exempt from terminal dues”.

7.5 Table 4: the number of bags used by the dispatching designated operator and the number of bags returned to the designated operator of destination shall be entered in this table. Where applicable, the number of empty bags belonging to a designated operator other than that to which the mail is addressed shall be shown separately with a reference to that designated operator. When two designated operators have agreed to enter red-label bags only (7.2), the number of bags used for the make-up of the mail or the number of empty bags belonging to the designated operator of destination shall not be given in table 4. When IBRS items are contained in the mail, the “Other information” box should be completed, indicating separately the number and weight of IBRS bags and bundles and the total number of IBRS items. The presence of ordinary or registered COD items shall be indicated in the corresponding box both in the case of individual entry and that of bulk entry.

7.6 Where designated operators have agreed on a bilateral basis to exchange mails in receptacles other than bags, the number and weight of each type of receptacle must be recorded on the CN 3� letter bill. Provision must therefore be made on the CN 3� form for recording this information.

7.7 Where designated operators have agreed on a bilateral basis to separate their outbound international mails by format, the number of receptacles and the weight by format may be recorded on the CN 3� letter bill. In such cases, provision for recording format details shall be made on the CN 3� form.

8 Designated operators may arrange with each other to include additional tables or headings in the letter bill or modify the tables to suit their needs when they consider it necessary.

9 In the case of surface à découvert items weighing more than 3 kilogrammes per mail or per day dispatched to a particular country of destination, the desig-nated operator of transit shall be authorized to prepare a CN 3� letter bill for each country, one copy of which it shall send to the designated operator of origin.

�0 A “Nil” letter bill shall be sent in the next mail when an office of exchange has no item to pass forward to a corresponding office and when, by special agreement between the designated operators concerned, the letter bills are not numbered. In the case of annually numbered mails, no “Nil” letter bill shall be sent.

Commentary174.2 For the model of the CN 32 form, see art RL �82.


H.20

174.7 The name of the ship transporting the mail or the official abbreviation of the flight used are shown when the dispatching office knows it. In table I the dispatching office enters the number of bags making up the mail by category (priority/non-priority or LC/AO, M bags, empty bags) and by type of label (red or white/blue). In table 2, the dispatching office enters the weight of the bags subject to transit charges and terminal dues according to the categories to which they belong (priority/non-priority or LC/AO, on the one hand, and M bags, on the other). The M bags are entered by weight (weight and number of bags up to 5 kg and weight of bags over 5 kg). The weight of the mail exempted from terminal dues must be the same as the total weight of the bags marked “Exempt”.The weight of the mails of empty receptacles, which are exempt from terminal dues but subject to transit charges, must be entered in the new box provided for that purpose.

174.7.3 The number of registered and insured items is necessary for the terminal dues account. Boxes have been introduced in table 3 of the CN 3� to enter the number of registered and insured items returned to origin exempt from terminal dues under art RL 203.4.�.The box for entering the number of registered items returned to origin exempt from terminal dues should also be used to enter the registered items relating to the postal service referred to in art RL ��0.2.

174.7.4 Under articles RL 203.4.� and RL ��0.2, items relating to the postal service exchanged between DOs are not exempt from terminal dues. The exemption therefore mainly applies to items sent by the IB and by the Restricted Unions.

174.7.5 Unclosed official letters and the various communications or recommendations from the dispatching office relating to the service are also shown in this table.

174.7.6 The DOs concerned are responsible for agreeing on the model of the letter bill to be used.


H.2�

CN 31Dispatching designated operator

Dispatching offi ce of exchange Mail No.

By airmailBy S.A.L.By surface

PriorityNon-priority

Flight No./Train No./Name of shipOffi ce of exchange of destination

Transit designated operator(s)

Priority/Non-priority – LC/AO

Number

Total number of receptacles in mail2 Transit charges and terminal duesPriority/Non-priority – LC/AO

Weight kg

g

3 Summary of items entered in the mailNumber of receptacles containing

Number of packets containing Number of Number of items subject

to terminal duesRegistered2

Insured2

CN 33 special lists2

CN 16 dispatch lists2

Registered items2Registered items2

Insured items2 Insured items2

LETTER BILLExchange of mailsDate of dispatch

Mail subject to terminal dues1

M bags Empty receptacles

Red labels White/blue labels Red labels White/blue labels Sacks of empty bags (SV) and other receptacles returnedNumberNumberNumber Number

Weight kgg

Mail exempt from terminal dues

g

Up to 5 kg

M bags

Weight kg g Number

More than 5 kg

g

kg

1 Number of receptacles

Total weight of mail

WeightNumber

WeightNumber

IBRS bundles

IBRS bags

Total IBRS items

Presence of unregistered items

CN 44 note enclosed in mailsOther information

Presence of registered items4 Offi cial notes

Number of CN 65 bills

Number of receptacles in mail

Number of receptacles to be returned

Offi ce of exchange of destinationSignature

Dispatching offi ce of exchangeSignature

Individual entrySpecify contents on the back of the form

No. of the mail Offi ce of origin Offi ce of destination Number of receptaclesor packets

Bulk entryIn words

5 Closed mails included in the mail

6 Registered items2

2 A

dd th

e in

dica

tion

“Nil”

in th

e ev

ent o

f the

ab

senc

e of

regi

ster

ed o

r in

sure

d ite

ms

In fi gures

1 In

clud

ing

the

wei

ght o

f the

IBR

S it

ems

Number of empty receptacles

express airmail express airmail CODCOD

Mails of empty receptacles

Subject to transit charges and exempt from terminal duesWeight kg g

Number of items exemptfrom terminal duesRegistered2

Insured2


Weight kg


H.22

List of registered items

No. of the item

Ser

ial N

o.

Offi ce of origin Observations No. of the item Offi ce of origin Observations

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

41

42

43

44

45

46

47

48

49

50

51

52

53

54

55

56

57

58

59

60

CN 31 (Back)

Ser

ial N

o.


H.23

Article RL �75Transmission of registered items

� Registered items shall be transmitted entered individually on the back of the letter bill. One or more CN 33 special lists may be used, either in place of the back of the letter bill or as a supplement to that bill. The use of special lists shall be compulsory if the designated operator of destination so requests. The lists in question shall show the same mail number as that shown on the letter bill of the corresponding mail. When several special lists are used they shall also be numbered in their own series for each mail. The number of registered items which can be entered on a single special list or on the back of the letter bill shall be restricted to the number for which the layout of the respective form provides. The total number of registered items included in the mail shall be entered in table 3 of the letter bill.

2 Designated operators may agree to the bulk advice of registered items. The total number of registered items included in the mail shall be entered in table 3 of the letter bill. When the mail comprises several bags of registered items, every bag except the one in which the letter bill is inserted shall contain a CN 33 special list showing, in words and figures in the space provided, the total number of registered items it contains. The number of registered items inserted in the bag containing the letter bill shall be mentioned thereon in the box in table 6 reserved for that purpose.

3 Registered items and, where applicable, the special lists provided under � shall be made up in one or more separate packets or bags which shall be suitably wrapped or closed and sealed with or without lead so as to protect the contents. Bags and packets made up in this way may be replaced by heat-sealed plastic bags. The registered items shall be arranged in each packet according to their order of entry. When one or more special lists are used, each of them shall be tied up with the registered items to which it refers and placed on top of the first item in the bundle. When several bags are used each of them shall contain a special list detailing the items which it contains.

4 Subject to agreement between the designated operators concerned and when their volume permits, registered items may be enclosed in the special enve-lope containing the letter bill. This envelope shall be sealed.

5 In no case may registered items be included in the same bundle as unreg-istered items.

6 As far as possible a single bag shall not contain more than 600 registered items.

7 If registered COD items are entered individually on the back of the CN 3� letter bill or on a CN 33 special list the word “Reimbursement” (COD) or the abbre-viation “Remb” or “COD” should be written opposite the appropriate entry in the “Observations” column.


H.24

8 Registered M bags shall be entered as a single item in table 6 or on the back of the CN 3� letter bill or on a CN 33 special list. The letter M shall be added in the “Observations” column.

9 Designated operators may establish systems that generate electronic trans-mission confirmation data, and agree to exchange such data with the designated operators of origin of the items.

Commentary175.1 If a DO of origin wishes to use special lists, the DO of destination must admit them.

175.9 The POC recommends that DOs adhere to the technical specifications in the UPU Technical and Messaging Standards Publications (recommendation CEP 3/2004).


H.25

SPECIAL LISTRegistered items

CN 33

Date Mail No. Special list No.


Letter Post, 24th Congress 2008, art RL 175.1 – Size 210 x 297 mm or 210 x 148 mm

Bulk entry

Individual entry

Flight No./Train No./Name of ship

PriorityNon-priority By surface

By S.A.L.By airmail

Number (in fi gures)Number (in letters)

Ser

ial N

o.

No. of the item Offi ce of origin Observations No. of the item Offi ce of origin Observations

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40Dispatching offi ce of exchangeSignature




Ser

ial N

o.


H.26

Article RL �76Transmission of recorded delivery items

� Recorded delivery items shall be transmitted in the same manner as unreg-istered items.

Commentary176.1 On their arrival at the office of destination, the items in question are removed from the bundles of unregistered items and placed aside for delivery against signature.

Article RL �77Transmission of insured items

� The dispatching office of exchange shall enter the insured items on CN �6 special dispatch lists with all the details for which the form provides. In the case of COD items, the word “Remboursement” (COD) or the abbreviation “Remb” or “COD” shall be entered opposite the appropriate entry in the “Observations” column.

2 Insured items shall be made up with the dispatch list or lists into one or more special packets tied to one another. The latter shall be wrapped in strong paper, tied on the outside and sealed with fine wax on every fold by means of the seal of the dispatching office of exchange. These packets shall be endorsed “Valeurs déclarées” (Insured items).

3 Instead of being made up in a packet, the insured items may be placed in a strong paper envelope, closed by means of wax seals.

4 The packets or envelopes of insured items may also be closed by means of gummed seals bearing the printed indication of the designated operator of origin of the mail. An impression of the date-stamp of the dispatching office shall be added to the gummed seal in such a way that it appears partly on the seal and partly on the wrapping. This method of closure cannot be used if the designated operator of destination of the mail requires the packets or envelopes of insured items to be sealed with wax or lead.

5 If their number or volume makes it necessary, insured items may be placed in a bag suitably closed and sealed with wax or lead.

6 The packet, envelope or bag of insured items shall be enclosed in the packet or bag containing registered items or, failing those, in the packet or bag which would normally contain registered items. When the registered items are enclosed in more than one bag, the packet, envelope or bag of insured items shall be placed in the bag to the neck of which the special envelope containing the letter bill is attached.


H.27

7 The outer bag containing insured items must be in perfect condition and the edge of its mouth shall be provided, if possible, with piping which makes it impossible to open the bag illicitly without leaving visible traces.

8 The total number of insured items included in the mail shall be entered in table 3 of the letter bill.

9 Designated operators may establish systems that generate electronic trans-mission confirmation data, and agree to exchange such data with the designated operators of origin of the items.

Commentary177.2 “Packet” is a general term that also includes “envelope”.

177.9 The POC recommends that DOs adhere to the technical specifications in the UPU Technical and Messaging Standards Publications (recommendation CEP 3/2004).


H.28

Ser

ial N

o.

1 2 3 4 5 6

No. of the mail Place of destination Amount of insured value Observations

SDR

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20Dispatching offi ce of exchangeSignature


DISPATCH LISTInsured itemsDate



No. of dispatch list




Entry

Offi ce of origin

CN 16

Mail No.



H.29

Article RL �78Transmission of money orders and unregistered COD items

� Postal money orders sent unenclosed shall be made up in a separate bundle and placed in a packet or bag containing registered items or, if there is one, in the packet or bag with insured items. The same shall apply to unregistered COD items. If the mail contains neither registered nor insured items, the money orders and any unregistered COD items shall be placed in the envelope containing the letter bill or bundled with the latter.

2 The presence of unregistered COD items shall be indicated in table 4 of the CN 3� letter bill or table 3 of the CN 32 letter bill, as appropriate.

Commentary178.1 Cf. art. RP �5�4.5 of PPSA Regs.

178.2 For the model of form CN 32, see art RL �82.

Article RL �79Transmission of express items

� The presence of express items shall be shown by a letter “X” in the corre-sponding box of table 4 on the CN 3� letter bill (table 3 on the CN 32 letter bill).

2 Express items shall be made up in separate bundles bearing labels with the “Exprès” (Express) symbol provided for in article RL �36. These bundles shall, wherever possible, be placed in separate receptacles. Where this is not possible, the bundles of “Exprès” items shall be placed in the receptacle containing the letter bill.

3 Registered express items shall be arranged in their order among the other registered items. The word “Exprès” (Express) shall be written opposite the appro-priate entries in the “Observations” column on the back of the letter bill or the CN 33 special lists. In the case of bulk advice, the presence of such registered items shall also be shown by a letter “X” in the corresponding box of table 4 of the letter bill. A similar indication shall be made in the “Observations” column of the CN �6 dispatch lists opposite the entries of insured items for delivery by express.

Commentary179.2 The Seoul Congress recommended that DOs place their express items in bundles and insert them in a special envelope, preferably plastisized, in order to preserve their integrity and make them easy to recognize (recommendation C 53/�994).


H.30

Article RL �80Transmission of IBRS items

� Designated operators operating the service shall designate the office of exchange of destination specializing in handling mails containing IBRS items. If justified by operational reasons, designated operators may designate several offices of exchange for this purpose.

2 IBRS items shall be made up in separate bundles. The CN 25 bundle label shall bear the indication “IBRS” and the number of items. The bundles of IBRS items shall be placed in the bag containing the letter bill. However, they must not be placed in the bag of registered items.2.� If the mail contains more than 2 kilogrammes of IBRS items, these items

shall be placed in a separate bag. The bag label shall bear the indication “IBRS” and, on the back, the number of items.

3 The IBRS items contained in a mail shall be indicated in table 4 of the CN 3� letter bill (table 3 of the CN 32 letter bill) under “Other information” as follows:3.� for items in separate bags, write, on the “IBRS bags” line, the number and

weight of the bags and the number of items;3.2 for items sent with the rest of the mail, write, on the “IBRS bundles” line,

the number and weight of the bundles and the number of items.

4 Depending on the volume of traffic involved, designated operators may agree on specific procedures on a bilateral basis.

Article RL �8�Transmission of M bags

� Every M bag shall be furnished with a CN 34, CN 35 or CN 36 label to which a large letter M has been added in the upper right-hand corner. This label shall be additional to the address label provided by the sender. M packets, which are not packed in a bag, must be inserted in a “sac collecteur M” for transmission.

Commentary181.1 For the models of the CN 34, CN 35 and CN 36 labels, see art RL �84.

Article RL �82Transmission of bulk items

� If the designated operator of destination has requested the payment specific to bulk mail, the designated operator of origin may send bulk items in specific mails, accompanied by the CN 32 letter bill.

Letter Post – Art RL �80, �8� and �82

H.3�

2 The CN 32 letter bill shall include the number and weight of the items.2.� For designated operators that have so agreed, the number and weight of

the items may be indicated according to their format.

3 The provisions of article RL �74 shall apply by analogy to CN 32 letter bills.

4 Designated operators may agree bilaterally to alternative forms and accounting procedures for bulk items.


H.32

4 Closed mails included in the mail

Receptacles



Offi ce of exchange of destination Flight No./Train No./Name of ship


1 Number and weight of receptacles and items

Red labels Violet labels Total in mailItems

NumbergNumberNumberNumber

Number of receptacles containing

Number of packetscontaining Number of

Total number of itemsincluded in the mailRegistered1

Insured1

CN 33 special lists1

CN 16 dispatch lists1

Registered items1

Insured items1

Registered items1

Insured items1

2 Summary of items entered in the mail

3 Offi cial notes

Presence of unregistered items Presence of registered items

Number of CN 65 bills

Number of receptacles in mail

Number of receptacles to be returned

No. of the mail Offi ce of origin Offi ce of destination Number of receptacles or packets

5 Registered items1

Bulk entryIn fi guresIn words

Individual entrySpecify contents on the back of the form



1 Add the indication “Nil” in the event of the absence of registered or insured items.

LETTER BILLBulk mailsDate of dispatch

CN 32

Mail No.

CN 44 note enclosed in mail



Weight kg

Number of empty receptacles

express airmail express airmail CODCOD

WeightNumber

WeightNumber

IBRS bundles

IBRS bags

Total IBRS itemsOther information

Letter Post, 24th Congress 2008, art RL 182 – Size 210 x 297 mm


H.33

List of registered items

No. of the itemS

eria

l No.

Offi ce of origin Observations No. of the item Offi ce of origin Observations

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

41

42

43

44

45

46

47

48

49

50

51

52

53

54

55

56

57

58

59

60

CN 32 (Back)

Ser

ial N

o.


H.34

Article RL �83Transmission of items intended for direct access to the domestic service

� Items intended for direct access to the domestic service of a designated operator, under the terms of article 27.4 of the Convention, shall be sent in specific mails, accompanied by an appropriately modified CN 3� letter bill, unless other documentation is specifically required by the designated operator of destination or origin owing to national legislation.

2 The modified CN 3� letter bill or other documentation required by the desig-nated operator of destination shall include the number, weight and, if applicable, category of the items or other additional information required by the designated operator of destination.

3 The provisions of article RL �74 shall apply by analogy to CN 3� letter bills or other documentation required by the designated operator of destination.

4 Designated operators have to agree bilaterally to alternative forms and procedures for the transmission of items intended for direct access to the domestic service if this is required by the designated operator of destination.

Article RL �84Labelling of mails

� The labels of the bags shall be made of sufficiently rigid canvas, of plastic, of strong cardboard, of parchment, or of paper glued to wood. They shall be provided with an eyelet. Their layout and text shall conform to the specimens annexed hereto and mentioned below:�.� CN 34 in the case of surface bags;�.2 CN 35 in the case of airmail bags;�.3 CN 36 in the case of surface airlifted (S.A.L.) bags.

2 In the service between neighbouring offices, strong paper labels may be used. These shall, however, be strong enough to withstand the various handling processes the mails undergo during transmission.

3 Bags containing registered items, insured items, and/or the letter bill shall be provided with a vermilion red label.3.� However, designated operators may agree, in their bilateral relations, to

dispense with the use of red labels in favour, for security reasons, of any mutually agreed alternative method.

4 A white label shall be used for bags containing only ordinary items of the following categories:4.� priority items;4.2 letters and postcards dispatched by surface and air;


H.35

4.3 mixed items (letters, postcards, newspapers and periodicals and other items).

5 A white label shall also be used for bags containing newspapers posted in bulk by publishers or their agents and dispatched by surface only, except those returned to sender. The word “Journaux” (Newspapers) or the reference “Jx” shall be written on the white label, when the bags contain only items of this category.

6 A light blue label shall be used for bags containing only ordinary items of the non-priority, printed papers, literature for the blind and small packets categories.

7 A light blue label shall also be used for bags containing periodicals other than those mentioned under 5. The words “Ecrits périodiques” (Periodicals) may be written on the blue label when the bags contain only items of this category.

8 A violet label shall be used for bags containing only ordinary bulk items.

9 A white label with a violet-striped border and the words “Accès Direct” (Direct Access) shall be used for receptacles containing items in this category.

�0 A green label shall be used for bags containing only empty bags being returned to origin.

�� Where priority mails conveyed by surface are concerned, the CN 34 label shall be marked “PRIOR” in large, very bold letters.

�2 The label of the bag or packet containing the letter bill shall always bear a bold letter “F”. The number of bags comprised in the mail may be written on it.

�3 The label of receptacles containing express items must bear a tab or be marked “Exprès” (Express). Where the “Express” tab or marking will interfere with any bar code or text on the CN 35 label, an additional larger backing label bearing the “Express” marking may be affixed to the bag.

�4 A white label may also be used in conjunction with a 5 x 3 cm tab in one of the colours mentioned under 3 to 7 and �0. A blue or violet label may also be used in conjunction with a similar tab in red.

�5 Items containing admissible infectious substances shall be placed in sepa-rate receptacles. Each receptacle shall be provided with an identification label, similar in colour and form to the label provided for in article RL �30 but made bigger to make room for affixing an eyelet.

�6 In the case of bags containing only items exempted from terminal dues, the bag label shall be marked “Exempt” in very bold characters.

�7 The gross weight of each bag, envelope or packet forming part of the mail shall be shown on the bag label or with the external address. If a sac collecteur


H.36

is used, its weight shall not be taken into account. The weight shall be rounded up to the nearest hectogramme when the fraction of the hectogramme is equal to or greater than 50 grammes and rounded down to the nearest hectogramme otherwise. The indication of the weight shall be replaced by the figure 0 for airmails weighing 50 grammes or less.

�8 Intermediate offices shall not enter any serial number on the labels of bags or packets of closed mails in transit.

�9 All designated operators shall include a barcoded identifier in compliance with UPU Technical Standard S9 on their receptacle labels.

Commentary184.1 Naturally, in order to take account of the needs of their services, DOs are entitled to modify slightly the text and dimensions of the forms mentioned in �.�, �.2 and �.3, without however departing too far from the specifications of the specimens.IATA abbreviations (three-letter codes) may be used on CN 35 and CN 36 forms to show airports of destination and, when applicable, of transhipment. The IATA codes are given for information in the List of Airmail Distances (parts III and IV).DOs may use CN 35 labels instead of the CN 36 label, writing thereon in bold letters the term “S.A.L. Surface air lifted”.

184.5 DOsof origin may also insert in the bags with white labels bearing the word “Journaux” or the refer-ence “Jx” news periodicals published at least once a week and posted in bulk to which they give in their domestic service the priority treatment given to newspapers.

184.14 Use of blue label with red tab to indicate that the bag containing registered items and/or the letter bills contains non-priority or AO items only.


H.37

Mail No. to

Date of dispatch

Number of items2 Via

Ship

Port of disembarkation

Letter Post, 24th Congress 2008, art RL 184.1.1 – Size 148 x 74 mm, colour vermilion red, white, light blue, violet or green

Po

sts

CN 34from

Priority/Non-priority –Bulk mail1

kgExempt3

to

Via

Ship



1 On red labels: Priority/Non-priority – Bulk mail or LC/AO – Bulk mail On white labels: Priority or LC/AO On blue labels: Non-priority or AO; designated operators have the option of printing check boxes for “Non-priority (AO)” and for “M bags” On violet labels: Bulk mail2 Only for red and violet labels3 Only for red, white, blue or green labels; for green labels “SV (Exempt)”, without check box

Notes:– To take account of the needs of their service, designated operators may alter slightly the text and size of this form without, however,

deviating too far from the instructions contained in the model– Green labels must bear the indication “Empty bags”– Designated operators using barcodes in their service may use CN 34 labels similar to the above model bearing these codes in

addition to the information already provided for. This model is given only as an example. Designated operators may use barcodes that comply with UPU technical standard S9

Mail No.

Date of dispatch

Number of items2Po

sts

CN 34from

Priority/Non-priority –Bulk mail1

kgExempt3


H.38

Mail No. to

Date of dispatch

Number of items Via

Ship


Po

sts

from

Priority/Non-priority

kg

CN 34

Letter Post, 24th Congress 2008, art RL 184.1.1 – Size 158 x 94 mm, colour white, violet striped border

Direct access

to

Via

Ship


Mail No.

Date of dispatch

Number of itemsPo

sts

from

Priority/Non-priority

kg

Direct access


CN 34


H.39

Mail No. to

Date of dispatch

Number of items2 Flight No.

Airport of transhipment Offl oading airport


Po

sts

CN 35from

Priority – Bulk mail1

kgExempt3

By airmail

to

Flight No.

Airport of transhipment

Mail No.

Date of dispatch

Number of items2

Po

sts

CN 35from

kgExempt3

By airmail

Offl oading airport

Priority – Bulk mail1


1 On red labels: Priority/Non-priority – Bulk mail or LC/AO – Bulk mail On white labels: Priority or LC/AO On blue labels: AO; designated operators have the option of printing check boxes for “AO” and for “M bags” On violet labels: Bulk mail2 Only for red and violet labels3 Only for red, white, blue or green labels; for green labels “SV (Exempt)”, without check box





H.40

Po

sts

CN 35


Mail No. to

Date of dispatch

Number of items Flight No.


from

Priority

kg

By airmailDirect access

Po

sts

Direct access


CN 35

to

Flight No.


Mail No.

Date of dispatch

Number of items

from

kg

By airmail

Priority

Offl oading airport


H.4�

Mail No. to

Date of dispatch

Number of items2 Flight No.



Po

sts

CN 36from

Non-priority – Bulk mail1

kgExempt3

S.A.L.surface airlifted

to

Flight No.


Mail No.

Date of dispatch

Number of items2

Po

sts

CN 36from

kgExempt3


Offl oading airport

Non-priority – Bulk mail1


1 On red labels: Non-priority – Bulk mail or LC/AO – Bulk mail On white labels: LC/AO On blue labels: Non-priority or AO; designated operators have the option of printing check boxes for “Non-priority (AO)” and for “M bags” On violet labels: Bulk mail2 Only for red and violet labels3 Only for red, white, blue or green labels; for green labels “SV (Exempt)”, without check box





H.42

Po

sts

CN 36


Mail No. to

Date of dispatch

Number of items Flight No.


from

Non-priority

kg

S.A.L.surface airlifted Direct access

Po

sts

Direct access


CN 36

to

Flight No.


Mail No.

Date of dispatch

Number of items

from

kg


Non-priority

Offl oading airport


H.43

Article RL �85Use of barcodes

� Designated operators may use computer-generated barcodes and a unique identification system in the international postal services for purposes such as track/trace systems and other identification applications. The specifications shall be laid down by the Postal Operations Council.

2 Designated operators which choose to use bar codes in the international services shall comply with the technical specifications laid down by the Postal Operations Council. The representation of offices of exchange in barcodes shall comply with the rules laid down in article RL �69.3.

3 Where a designated operator of origin applies a UPU standard �3-character barcoded identifier to letter-post items in the international service, only one such unique identifier shall be applied. This identifier shall conform to UPU standard S�0c (Identification of postal items – Part C: �3-character identifier for special letter products) and shall be encoded on the item in both human readable and barcoded form.

4 In the case where the intermediate or destination designated operator affixes an additional barcode to letter-post items, the additional label shall be positioned in a manner that avoids obscuring any part of the sender’s address or return address, and shall either:4.� duplicate the identifier applied in the country of origin, or;4.2 be positioned so as not to obscure any part of the identifier applied in the

country of origin.

5 In the case where a letter-post item which has been overlabelled in accord-ance with 4.2 is forwarded to another designated operator or returned to the desig-nated operator of origin, the designated operator which applied the overlabel shall, if the overlabel barcode is also in the UPU standard �3-character format, remove or obliterate it before the dispatch of the item.

6 Designated operators that send more than �00 tonnes of letter-post mail per year on a specific flow, or that settle terminal dues based upon individual mail flow estimates, shall use the UPU-standard S9 receptacle identifier on all postal receptacles (including air, S.A.L., and surface receptacles) and shall transmit:6.� UPU-standard electronic pre-advice messages for all outbound dispatches,

including the S9 identifier, the receptacle type using UPU-standard recep-tacle codes and, where applicable, item identifiers for registered, insured and recorded delivery items compliant with UPU standard S�0c, as published in the UPU Technical Standards;

6.2 UPU-standard electronic confirmation messages for reporting receipt of inbound dispatches that have been electronically pre-advised to them, including the receptacle type using UPU-standard receptacle codes.


H.44

7 The volume threshold in 6 shall be reduced to 75 tonnes in 20��, 50 tonnes in 20�2, and 25 tonnes in 20�3.

Commentary185.2 The current status of barcode standards in the UPU is as follows:– for identification of individual items: UPU technical standard S�0;– for identification of mail receptacles: UPU technical standard S9.

185.3 to 5 To permit their tracking and tracing, special letter products should (and in many cases are required to) be individually identified. Except in the case of bilateral agreements supporting other forms of identifier, such item identifiers are required to comply with UPU standard S�0c and are required to be printed on the item, or an attached label, in both human readable and barcoded form. Some DOs have historically implemented systems in which a single item could be associated with more than one identifier, resulting in the items concerned having many identifica¬tion barcodes with differing content. This practice has a significant overall negative impact on the service provided by the DO of destination. It creates confusion, adds complexity and cost to processing and delivery, and hampers the ability of customer services to handle inquiries effectively. To avoid such negative impact, DOs of origin are required to ensure that items leaving their control have one and only one unique UPU standard �3-character identifier and barcode. Where the allocation of many different UPU standard identifiers is unavoidable, all except one should be removed or obliterated before dispatch of the item. It is recognized that DOs of origin may need to apply additional barcodes for internal use or allow their customers to apply barcodes for their own use or use by the DO of origin. Such additional barcodes should be of a different format from the UPU �3-character identifier so that the destination DO can more readily identify and scan the correct barcode. It is equally recognized that intermediate and destination DOs may need to apply additional barcodes and/or to highlight the barcode which should be scanned for tracking purposes. It is permitted to either:a highlight the original barcode, without covering or damaging it (e.g. by applying a coloured border);b cover the original barcode with a distinctive label on which the original barcoded value is represented

in both human readable and barcoded form;c apply a suitably highlighted copy of the original barcoded value, without covering the original;d allocate and barcode a new identifier for the item, without covering the original barcode. In the above

cases, however, the DO concerned should take steps to ensure: – that no part of the delivery address, sender’s address or return address is obscured as a

result; – that tracking reports to other DOs involved use the identifier applied in the country of origin and

not, if this is different, the identifier applied by the intermediate or delivery Post concerned; – that all human readable and barcoded representations of identifiers which differ from the original

(case d) are (if similar in format to the UPU �3-character identifier) removed or obliterated before the item is dispatched to another DO, whether for delivery or return. Additionally, where case d applies, it is strongly recommended that the identifier and barcode concerned make use of a different format data identifier so as to be easily distinguishable from the identifier and barcode applied in the country of origin. This will avoid the need to remove or obliterate them before forwarding or returning the item concerned.

185.6 and 7 The use of the 29-character UPU S9 barcode on receptacles provides an opportunity for receiving designated operators to utilize automated registration systems and to improve communication between DOs. The use of barcodes reduces the time required to process inbound weight data and, hence, the overall terminal dues settlement process.EDI provides advance notification to receiving designated operators about the volume of inbound mail. The combination of the EDI message and scanning of inbound receptacles also provides receipt confirma-tion through the RESDES message. This automated approach greatly reduces the paperwork involved for receiving DOs, as well as for dispatching DOs.


H.45

Article RL �86Routeing of mails

� Closed mails shall be forwarded by the most direct route possible.

2 When a mail consists of several bags, these shall as far as possible remain together and be forwarded by the same post.

3 The designated operator of the country of origin may prescribe the route to be followed by the closed mails which it dispatches, provided that the use of that route does not entail special costs for an intermediate designated operator. Information about the routeing shall be entered on the CN 37, CN 38 or CN 4� bills and on the CN 34, CN 35 or CN 36 labels.

4 Closed airmails shall be forwarded by the flight requested by the designated operator of the country of origin, provided that it is used by the designated operator of the country of transit for the transmission of its own mails. If that is not the case or if there is insufficient time for the transhipment, the designated operator of the country of origin shall be so informed.

5 In the event of a change in a service for the exchange of closed mails estab-lished between two designated operators via one or more third-party countries, the designated operator of origin of the mail shall inform the designated operators of those countries of the fact.

6 If it is a question of an alteration in the routing of mails, the new route to be followed shall be reported to the designated operators which previously provided the transit. The old route shall be reported, for information, to the designated operators which will provide the transit in the future.

Commentary186.3 For the models of forms CN 37, CN 38 and CN 4�, see art RL �9�.

Prot Article RL XIVRouteing of mails

� Azerbaijan, Bolivia, Estonia, Latvia, Tajikistan, Turkmenistan and Uzbekistan will recognize only the costs of the conveyance effected in accordance with the provision concerning the line shown on the CN 35 bag labels of airmail dispatches and on the CN 38 delivery bills.

2 Having regard to the provision in �, France, Great Britain, Greece, Italy, Senegal, Thailand and the United States of America will forward closed airmails only on the conditions laid down in article RL �86.4.

Letter Post – Art RL �86; Prot Art RL XIV

H.46

Article RL �87Transhipment of airmails and of surface airlifted (S.A.L.) mails

� In principle, the designated operator of the country of origin shall, in accord-ance with its preferences, route the mails to be transhipped directly at the transit airport on aircraft of the same airline or different airlines.

2 Where aircraft transfer is not possible, transhipment shall be performed by the designated operator of the country where the transit airport is situated, and shall be subject to transit handling charges.

3 Mails transhipped directly at the transit airport between aircraft of the same airline shall not be subject to transit charges.

4 In the cases referred to under � and where the designated operators of origin and of destination and the airline concerned agree in advance, the airline making the transhipment may prepare, if necessary, a special delivery bill to replace the original CN 38 or CN 4� bill. The parties concerned shall mutually agree on the relevant procedures and form in conformity with article RL �9�. The bags of mails should preferably be provided with a CN 42 label, in addition to the labels provided for the conveyance of airmail.

5 When surface mails from a designated operator are reforwarded by air by another designated operator, the conditions of such reforwarding shall be covered by a special agreement between the designated operators concerned.

Commentary187.1 Practical application formula for the direct transhipment of airmails by the airlines:A. Directtranshipmentofairmailsbetweenaircraftofthesameairlineperformingsuccessivestagesof

thejourneyi A DO desiring direct transhipment of its mails, at an airport in another DO’s country, between aircraft

of the same airline performing successive stages of the journey shall reach agreement with the local representative of that airline on the transhipment procedure.

ii The dispatching DO may arrange with the airline concerned for the mails to be reforwarded by a subsequent flight of the same airline if, for any reason, the originally scheduled transhipment cannot take place.

iii If the dispatching DO has not given the instructions referred to in paragraph ii above, the airline shall immediately hand the mails over to the postal services at the transhipment airport, unless it can arrange for them to be reforwarded within 24 hours of their arrival at that airport. (The mails must be handed over to the postal services as soon as the airline has established that it is impossible to have them reforwarded within that time limit.)

B. Directtranshipmentofairmailsbetweenaircraftoftwodifferentairlinesi A DO desiring direct transhipment of its airmails between two different airlines at an airport in another

DO’s country shall provide the representative of the first airline with all relevant information.ii If the first airline agrees to convey the mails over the first part of the route and considers that there

is sufficient time for the transhipment at the transit airport, it shall contact the representative of the second airline concerned.

iii Before agreeing to convey the mails over the second part of the route, the second airline shall make sure that, under normal conditions, there is nothing to prevent them from being reforwarded by the flight requested (available capacity, commercial rights, etc.).

iv Having obtained the agreement of the second airline, the first airline shall inform the dispatching DO, which shall advise the intermediate DO of the agreed transhipment before dispatching the mails in question.


H.47

v The dispatching DO may arrange with the first airline for the mails to be reforwarded by a specified later flight if, for any reason, the originally scheduled transhipment cannot take place.

vi If the dispatching DO has not given the instructions referred to in paragraph v above, the first airline shall immediately hand the mails over to the postal services at the transhipment airport, unless it can arrange for them to be reforwarded within 24 hours of their arrival at that airport. (The mails must be handed over to the postal services as soon as the airline has established that it is impossible to have them reforwarded within that time limit.)

vii The dispatching DO shall reach agreement with the first airline on the number of copies of the CN 38 delivery bill to be supplied to it if the number required for the transhipment exceeds that provided for by the Letter Post Regs, and also on the provision of an additional copy of the CN 45 envelope.

viii Following an alteration in the airline timetables, the dispatching DO shall review, in consultation with the first airline, the arrangements made for the transhipment and, where appropriate, advise the inter-mediate DO of any changes made.

187.3 It has been noted that, in the case of certain airports whose handling operations are carried out by private operators, the latter request remuneration from designated operators for the ground handling of mails at the transit airports, even where the transhipment is between aircraft of the same airline and at an airport in the country of that airline. In this case, the carrier bears the costs. Charges should be levied if the transhipment is between aircraft of different airlines, taking account of the agreements concluded between the various airlines.


H.48

Article RL �88Steps to be taken when direct transhipment of airmails cannot take place as scheduled

� If mails documented for direct transhipment fail to connect with the sched-uled flight at the transhipment airport, the airline shall hand them over immediately to postal officials at the transhipment airport for reforwarding by the quickest route (air or surface).

2 This shall not apply when:2.� the designated operator dispatching the mails has provided for refor-

warding on a later flight;2.2 in the absence of the arrangements referred to under 2.�, the airline respon-

sible for handing over the mails can arrange for them to be reforwarded within 24 hours of their arrival at the transhipment airport.

3 In the case referred to under �, the office which did the reforwarding shall inform the office of origin of each mail by CN 43 verification note, indicating in particular on the verification note the air service from which the mail was taken and the services used (air or surface) for onward transmission to its destination.

Commentary188.3 For the model of form CN 43, see art RL �94.

Po

sts

CN 42

Letter Post, 24th Congress 2008, art RL 187.3 – Size 148 x 90 mm, colour orange

Transbordement di rectDirect Transfer

Letter Post – Art RL �87, form; RL �88

H.49

Article RL �89Preparation of trial notes

� To determine the most favourable route and the transmission time for a mail, the office of exchange of origin may send to the office of destination of the mail a CN 44 trial note. This note shall be included in the mail and attached to the CN 3� letter bill, on which its presence shall be shown by a cross in the corresponding box of table 4 (table 3 of the CN 32 letter bill). If the CN 44 form is missing when the mail arrives, the office of destination shall make out a duplicate. The trial note, duly completed by the office of destination, shall be returned by the quickest route (air or surface) either to the address specified or, if no address is given, to the office which prepared it.

2 To determine the most favourable route and the transmission time for items sent à découvert through the intermediary of a designated operator, the office of exchange of origin may send the designated operator of destination of such items a CN 44 trial note. This note shall be inserted in an envelope on which the indica-tion “CN 44” shall be written in the top right-hand corner of the front. The trial note, duly completed by the designated operator of destination, shall be returned by the quickest route (air or surface).

3 Whenever the designated operator of destination observes serious delays and discovers a quicker route, it may prepare a CN 44 trial note and suggest the most favourable routing both for closed mails and for items sent à découvert through another designated operator. The designated operator of origin shall give careful consideration to the request of the office of destination.


H.50


TRIAL NOTE CN 44

Date


Determination of the most favourable route

for a letter-post or parcel mailfor items sent à découvert

Designated operator of destination To be returned to

To be fi lled in by the dispatching offi ce

NotesTo be returned duly completed by the quickest route (air or surface)

Mail

Letter post – Priority/Air

Air parcelsNo.

Date of dispatch

Dispatching offi ce


Flight No.

No.

Name of ship

By air

By train

By ship

By

Methodof conveyance

Time

Flight No.

No.

Name of ship

Offi ce which received the mail

Date of arrival

By air

By train

By ship

By

Arrival

Method of arrival

Other information

Signature

Signature

To be fi lled in by the offi ce of destination

Letter post – S.A.L.Letter post – Non-priority/Surface

S.A.L. parcels Surface parcels


H.5�

Article RL �90Transfer of mails

� Priority mails and surface mails�.� In the absence of special agreement between the designated operators

concerned, the transfer of mails between two corresponding offices shall be carried out by means of a CN 37 delivery bill. Two copies of the bill shall be prepared. The first shall be for the receiving office and the second for the dispatching office. The receiving office shall acknowledge receipt on the second copy and return it immediately by the quickest route (air or surface).

�.2 The CN 37 delivery bill may be prepared in triplicate when the transfer of mails between two corresponding offices is made through a transport service. In that case, the first copy shall be for the receiving office and shall accompany the mail. The second shall receive the acknowledgement of receipt by the transport service and shall be given to the dispatching office. The third shall be retained by the transport service after being signed by the receiving office.

�.3 The CN 37 delivery bill may also be prepared in triplicate when the trans-mission of mails is effected by a means of transport without accompa-nying staff. The first two copies shall be sent with the mail and the third retained by the dispatching office. The first copy shall be for the receiving office and the second shall be returned by the quickest route, duly signed by the latter, to the dispatching office.

�.4 Because of their internal organization, certain designated operators may request that separate CN 37 bills be made out for letter-post mails on the one hand, and for parcels on the other.

�.5 When the transfer of mails between two corresponding offices involves a sea service, the dispatching office of exchange may prepare a fourth copy of the CN 37 delivery bill, which the receiving office of exchange shall return after certifying it. In this case the third and fourth copies shall accompany the mail. One copy of the CN 37 bill must be sent beforehand by air or by electronic mail or any other appropriate means of telecommu-nication, either to the receiving office of exchange or the port of offloading or to its central administration.

2 Airmails and surface airlifted (S.A.L.) mails2.� Mails to be handed over at the airport shall be accompanied by five copies

of a CN 38 delivery bill, for each stop in the case of airmails or a CN 4�, in the case of surface airlifted (S.A.L.) mails.

2.2 One copy of the CN 38 or CN 4� bill, signed as a receipt for the mails by the airline or the authority responsible for the ground services, shall be retained by the dispatching office.

2.3 Two copies of the CN 38 or CN 4� bill shall be retained at the airport of loading by the airline carrying the mails.

2.4 Two copies of the CN 38 or CN 4� bill shall be inserted in a CN 45 envelope. These shall be conveyed in the aircraft’s flight portfolio or other special pouch in which the flight documents are kept. Upon arrival at the airport of


H.52

offloading of the mails, the first copy, duly signed as a receipt for the mails, shall be kept by the airline which has carried the mails. The second copy shall accompany the mails to the post office to which the CN 38 or CN 4� bill is addressed.

2.5 CN 38 or CN 4� bills which have been transmitted electronically by the air carrier may be accepted at the receiving exchange office if the two copies identified under 2.4 are not immediately available. In this case, two copies of the CN 38 or CN 4� bill must be signed by the air carrier representative at the destination airport prior to submission to the receiving designated operator. Except as noted in 2.5.� or 2.5.2, one copy shall be signed by the receiving designated operator as a receipt for the mails and shall be kept by the air carrier. The second copy shall, in any case, accompany the mails to the post office to which the CN 38 or CN 4� bill is addressed.

2.5.� Designated operators that have developed an electronic receipting system for mail dispatches that they receive from transport carriers may use the receipting records of that system instead of the CN 38 or CN 4� process described under 2.5. In lieu of the signed copy of the CN 38 or CN 4� forms, the receiving designated operator can provide the air carrier with a printed copy of the electronic receipting record for that dispatch.

2.5.2 Alternatively, designated operators that exchange EDI messaging for mail dispatches and consignments may use the EDI receipt messages instead of the CN 38 or CN 4� process as described under 2.5. In lieu of the signed copy of the CN 38 or CN 4� forms, the receiving designated operator may transmit the EDI receipt message.

2.6 Designated operators may agree among themselves to make systematic use of electronic mail or any other appropriate means of telecommunica-tion for transmitting CN 38 or CN 4� bills between the office preparing the document and the office receiving it.

2.7 When mails are sent by surface to an intermediate designated operator for reforwarding by air, they shall be accompanied by a CN 38 or CN 4� bill for the intermediate office. A CN 38 or CN 4� bill shall also be prepared for the country of destination in respect of airmails reforwarded by surface.

3 The mails shall be handed over in good condition. However, a mail may not be refused because of damage or theft.

4 If CN 37, CN 38 and CN 4� delivery bills are produced by electronic means and transmitted online to a transport service or a cooperating agent without the direct participation of the designated operator’s staff and printed out there, the designated operators or companies involved in the transport operations may agree that a signature shall not be required on the delivery bills.

5 The provisions under � to 4 shall also apply to bulk mails.

Commentary190.2.1 “Each stop” is to be read as meaning each stop where mail is unloaded and not each “stop of the route”.


H.53

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24th

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H.54

Article RL �9�Preparation and checking of CN 37, CN 38 or CN 4� delivery bills

� The delivery bills shall be completed, in accordance with their layout, on the basis of the particulars appearing on the bag labels or with the address. The total number and total weight of the bags (including bags that are exempt from terminal dues) and items in each mail shall be entered in bulk by category. Designated operators of origin may elect to enter each bag individually should they wish to do so. However, any intermediate or transit country must list each transit receptacle individually, maintaining the designated operator of origin, office of destination, dispatch and receptacle number indicated by the designated operator of origin. The six-character IMPC code identifying the origin and destination of the receptacle shall be recorded in columns 2 and 3 respectively. The number and weight of bags bearing red labels shall be shown separately; they shall be indicated by an “R” in the “Observations” column of the delivery bill.

Example

2 The presence of priority surface mails shall be indicated by the entry “PRIOR” in the “Observations” column of the CN 37 bill.

3 The following shall also be entered on the CN 38 delivery bill:3.� mails included in a sac collecteur entered individually with an indication

that they are so included;3.2 mails in CN 28 envelopes.

4 Any intermediate office or office of destination which notices errors in the entries on the CN 38 or CN 4� delivery bill shall immediately correct them. It shall report them by CN 43 verification note to the last dispatching office of exchange and to the office of exchange which made up the mail. Designated operators may agree to make systematic use of electronic mail or any other appropriate means of telecommunication for reporting irregularities.

5 When the mails forwarded are inserted in containers sealed by the postal service, the serial number and the number of the seal of each container shall be entered in the column of the CN 37, CN 38 or CN 4� bill reserved for that purpose.

Entry

Mail No Officeof destination

Number of

letter-postrecep-tacles1

CPrecepta-cles andlooseparcels1

sacksof emptybags2

Gross weight of receptacles, etc

Letterpost

CP Emptyrecep-tacles

Observations

10987654321kg3kg3kg3

Office of origin

1 LONDON FS ROTTERDAM 6 88.3 RM bags = 1

1 " " 44 351.7 M bags = 10


H.55

Commentary191.1 If the receiving DO finds that more than �0% of the mails from a particular origin do not reflect the information recorded on the CN 38 delivery bills, or are not accompanied by CN 38 bills, it may require the dispatching DO to list each bag and corresponding weight individually on all future CN 38 bills.The detailed information to be provided by an intermediate or transit country is to ensure that mail transiting or transferred through an intermediary country would retain sufficient identifying documentation to allow origin designated operators to settle accounts accurately.


H.56


Serial NoOffi ce of exchange of origin of the bill

Offi ce of destination of the billBy trainBy ship

TimeDate of departure

Priority Non-priority

Company

No. of seal

If a container is used

Name of ship

Entry

Mail No. Offi ce of destination

Number of

letter-postrecep-tacles1

CPrecepta-cles andlooseparcels1

sacks of empty bags2

Gross weight of receptacles, etc.

Letter post

CP Empty recep-tacles

Observations

10987654321kg3kg3kg3


The offi cial of the carrierDate and signature

Offi ce of exchange of destinationDate and signature

1 Th

e nu

mbe

r of

M b

ags

and/

or lo

ose

parc

els

mus

t be

repo

rted

in th

e “O

bser

vatio

ns”

colu

mn

2 In

clud

ing

othe

r em

pty

retu

rned

rece

ptac

les

3 K

g to

one

dec

imal

Train No./Vehicle No.



No. of container

Route

DELIVERY BILLSurface mailsDate

Totals

Offi ce of origin

By motor vehicle

Seal No.


H.57

CN 38DELIVERY BILLAirmailsDate Serial No.


Offi ce of origin of the bill

Offi ce of destination of the bill

Priority By airmailFlight No. Date of departure Heure

Airport of offl oadingAirport of direct transhipment

Entry

Number of

Offi ce of exchange of des ti na tionDate and signature

The offi cial of the carrier or airportDate and signature

TotalsDispatching offi ce of exchangeSignature

10987654321

Mail No. Offi ce of origin Offi ceof destination

letter-postrecepta-cles

CPrecepta-cles and loose parcels

Letter post

CP EMS

Gross weight of receptacles, etc.

kg1 kg1 kg1

If a container is usedNo. of container

No. of container

No. of seal

No. of seal

No. of container

No. of container

No. of seal

No. of seal

Observations(including the number of M bags and/or loose parcels)

1 K

g to

one

dec

imal


EMS recepta-cles


H.58

CN 41DELIVERY BILLSurface airlifted (S.A.L.) mails

Date Serial No.

Date of departure Time

Airport of offl oading

Flight No.

Airport of direct transhipment



Offi ce of destination of the bill

CPreceptaclesandlooseparcels

Number of

letter-postreceptacles

Offi ceof destinationOffi ce of origin

Entry

Mail No.

1 2 3 4

The offi cial of the carrier or airportSignature


Offi ce of exchange of destinationDate and signature

Totals

CPLetterpost

kg1kg1

5 6 7 8

If a container is usedNo. of container No. of seal

No. of container No. of seal



Gross weightof receptacles

Observations(including the number of M bags and/or loose parcels)

1 K

g to

one

dec

imal



H.59

Article RL �92Missing CN 37, CN 38 or CN 4� delivery bill

� In the absence of the CN 37 bill, the receiving office shall prepare one in triplicate in accordance with the load received. Two copies accompanied by a CN 43 verification note shall be sent to the dispatching office, which shall return one copy after examination and signature.

2 When a mail reaches the airport of destination – or an intermediary airport responsible for forwarding it with another carrier – without a CN 38 or CN 4� bill, the designated operator under whose jurisdiction the airport comes shall automati-cally prepare one. The latter shall be duly countersigned by the carrier from whom the mail is received. This fact shall be reported by CN 43 verification note, together with two copies of the CN 38 thus prepared, to the office responsible for loading the mail. The latter office shall be requested to return one copy duly authenticated.

3 If the original CN 38 or CN 4� bill is missing, the designated operator receiving the mail shall accept the CN 46 substitute bill prepared by the airline. This fact shall be reported to the office of origin by means of a CN 43 verification note, accompanied by two copies of the CN 46 substitute bill.

4 Designated operators may agree to make systematic use of electronic mail or any other appropriate means of telecommunication for settling cases where the CN 38 or CN 4� bill is missing.

5 The exchange office at the airport of destination – or an intermediary airport responsible for forwarding the mail with another carrier – may accept, without preparation of a CN 43 verification note, a CN 38 or CN 4� bill provided by the original carrier which has been electronically transmitted from its office at the airport of dispatch and signed by its representative at the airport where the mail is unloaded.

6 If the airport of loading cannot be determined, the verification note shall be sent straight to the office of dispatch of the mail for it to forward the note to the office through which the mail transited.

Commentary192 Proof of carriage. Guidelines for the use of the CN 46 substitute delivery bill. A receipted copy of the original from another DO or a substitute document prepared manually or electronically should constitute proof of carriage if there is no dispute otherwise.


H.60

CN 46Airline originating substitute bill

Airport of origin of substitute bill

Observations concerning mails as found

SUBSTITUTE DELIVERY BILL

Date

Designated operator of origin of mails

CN 38CN 41

If a container is usedNo. of container No. of seal




Actual conveyance of mails

Descriptions of mails as found (from CN 35, CN 36, CP 84 or CP 85)

Date of dispatch

Letterpost

Number of receptacles

CP EMS/Otheritems

Grossweight

kg1

1 K

g to

one

dec

imal

Airport of loading

Airport of offl oading

Airline at airport of loadingSignature

Airline at airport of offl oadingSignature

Designated operator taking delivery of mailsDate and signature

Offi ce of destination of mails

Flight No. Date of departure

Totals

Mail No.

Airport

of tran-ship-ment

ofoff-loading

Flight No.Offi ce of origin Offi ceof destination



H.6�

Guidelines for the use of the CN 46 substitute delivery bill

The following guidelines are to be observed by the designated operators and the airlines in cases where a mail for direct transhipment between air carriers arrives at the airport of transhipment without the original CN 38 or CN 41 delivery bill:

1 When airmail or S.A.L. mail is received at an airport without an accompanying CN 38 or CN 41, the airline receiving the mail shall prepare, on the basis of the CN 35, CN 36, CP 84 and/or CP 85 label(s), a substitute delivery bill conforming to the specimen developed jointly by the UPU and IATA.

2 The number of copies to be prepared will vary with the circumstances of each case. In addition to the number of copies required by the preparing airline for its internal records and accounting, the following copies will be required:

– one copy for the designated operator of origin;

– two copies for the designated operator of destination or, if the mail is handed over to an intermediate designated operator, for the intermediate designated operator;

– if the mail is directly transhipped to another airline or airlines, three copies for each additional airline involved.

3 It will be the responsibility of the administration receiving the mail with a substitute document to provide the necessary copy to the designated operator of origin as an annex to a CN 43 verifi cation note documenting the arrival of the mail without the original bills.

4 It will be the responsibility of the airlines to print the substitute documents in the format of the specimen agreed upon. The original and copies shall be white in colour.

5 The postal designated operator shall accept the substitute delivery bill, properly endorsed by the receiving offi ce of exchange, for the settlement of accounts with the airlines.


H.62

Article RL �93Checking of mails

� Every office receiving a mail shall check:�.� the origin and destination of the bags making up the mail and entered on

the delivery bill;�.2 the sealing and make-up of the bags bearing red labels;�.3 the accuracy of the information on the delivery bill.

2 The weight entered on the CN 34, CN 35 or CN 36 label shall be checked by sampling or systematically. The data given by the office of origin shall be accepted as valid if they differ from the weights or from the number of items established:2.� by 200 grammes or less in the case of bags of surface mails or surface

airlifted (S.A.L.) mails;2.2 by �00 grammes or less in the case of bags of airmails, priority mails or

bulk mails;2.3 by �00 grammes or less or 20 items or fewer in the case of IBRS items.

3 When an intermediate office or office of destination establishes that the difference between the actual weight and the weight recorded of a bag or the differ-ence between the actual number or weight and the number or weight recorded of IBRS items exceeds the limits provided for under 2.�, 2.2 or 2.3, as the case may be, it shall amend the bag label and the delivery bill. It shall immediately notify the dispatching office of exchange and when appropriate the last intermediate office of exchange of the mistake by CN 43 verification note.

4 When an intermediate office receives a mail in bad condition, it shall check the contents if it thinks that these have not remained intact. It shall put it in new packing just as it is. This office shall copy the particulars from the original label on to the new one and apply to the latter an impression of its date-stamp, preceded by the endorsement “Remballé à ...” (Repacked at ...). It shall make out a CN 43 verification note and insert one copy thereof in the repacked mail.

5 Upon receipt of a mail, the office of exchange of destination shall proceed as follows:5.� It shall check whether the mail is complete and has arrived in the sequence

in which it was dispatched.5.2 It shall check whether the entries on the letter bill and, where applicable,

on the CN �6 dispatch lists and the CN 33 special lists are correct.5.3 It shall satisfy itself that there is no irregularity in the external condition of

the outer bag and of the packet, envelope or inner bag containing insured items.

5.4 It shall check the number of insured items and inspect them individually, inter alia in respect of weight, seals and marks, and verify that COD items are properly marked as such and accompanied by the relevant payment forms.


H.63

5.5 It shall ensure that express items sent in special bags or in the bag containing the letter bill are immediately inserted into the domestic system for distribution and delivery as soon as possible.

5.6 If a mail or one or more bags thereof are missing, the facts shall be immedi-ately established by two officials. These shall make the necessary correc-tions on the letter bills or special lists. They shall take care to cross out, where necessary, the incorrect entries in such a way as to leave the orig-inal entries legible. Unless there is an obvious error the corrections shall be accepted in preference to the original statement.

5.7 The procedure provided for in 5.6 shall also apply in the case of any other irregularity such as missing insured items, registered items, letter bill, dispatch list or special list.

5.8 If the letter bill, dispatch list or a special list is missing the inward office shall, in addition, prepare a fresh letter bill, dispatch list or special list or make a precise note of the insured items or registered items received.

6 Additional information regarding bulk mails6.� A CN 43 verification note shall be sent to the designated operator of origin,

accompanied by a replacement CN 32 letter bill that shall include the details of the bulk items received in the following cases:

6.�.� the designated operator of origin has opted for the make-up of bulk mails and sends bulk items in other mails;

6.�.2 the bulk mails are not accompanied by a CN 32 letter bill;6.�.3 the designated operator of destination receives unreported bulk items for

which the specific payment is applied with immediate effect; in this case, the designated operator of destination shall transmit the CN 43 and CN 32 forms by telecommunication to the designated operator of origin of the mails.

6.2 In the cases provided for under 6.�.� and 6.�.3, the CN 3� letter bill of the mail containing the bulk items shall be corrected accordingly and trans-mitted attached to the CN 43 verification note.

7 When the mails are opened, the constituent parts of the fastening (lead and other seals, string, labels) shall be kept together. To achieve this the string shall be cut in one place only.

8 Each designated operator shall have the right, in accordance with its national legislation and the procedures agreed with its customs authorities, to open and inspect M bags received, to check for compliance with the product specification detailed in article RL �24.7.� to 7.5 and to ensure customs compliance. Any items that are found not to be in compliance with the product specification shall be charged at the destination designated operator’s terminal dues rates for priority and non-priority mail. A CN 43 verification note shall be raised to advise the origin designated operator of the adjustments to the CN 3� letter bill.

9 When an office receives letter bills, dispatch lists or special lists which are not intended for it, it shall send them or, if its internal regulations so require, certi-fied true copies to the office of destination by the quickest route (air or surface).


H.64

�0 Irregularities established upon receipt of a mail containing insured items shall immediately be made the subject of reservations to the transferring service. Notification of a missing item, alteration or any other irregularity for which desig-nated operators may be liable in respect of insured items shall be sent immediately by telecommunications to the dispatching office of exchange or to the interme-diate service. In addition, a CN 24 formal report shall be made out. The condition in which the packing of the mail was found shall be indicated therein. The formal report shall be sent under registered cover to the central office of the country to which the dispatching office of exchange belongs independently of the CN 43 verification note, which shall be sent to that office immediately. A duplicate of the report shall be sent at the same time either to the central office of the country to which the receiving office of exchange belongs or to any other controlling authority appointed by that designated operator.

�� The office of exchange which receives from a corresponding office a damaged or an insufficiently packed insured item shall send it on after observing the following rules:��.� If it is a matter of slight damage or of partial destruction of the seals, it

is sufficient to re-seal the insured item to safeguard the contents. This shall be authorized on condition that it is obvious that the contents are not damaged nor, according to a check of the weight, short. The existing seals shall be preserved. If necessary, the insured items shall be repacked, retaining the original packing as far as possible. Repacking may also be done by placing the damaged item in a bag labelled and sealed with lead. In such cases, it is unnecessary to re-seal the damaged item. The bag label shall be marked “Envoi avec valeur déclarée endommagé” (Damaged insured item). It shall show the following information: serial number, office of origin, amount of the insured value, name and address of addressee, the date-stamp impression and the signature of the official who bagged the item.

��.2 If the state of the insured item is such that the contents could have been removed, the office shall automatically open it, where this is not contrary to the laws of the country, and check the contents. The result of this check shall be given in a formal CN 24 report. A copy of this report shall be attached to the insured item. This shall be repacked.

��.3 In all these cases, the weight of the insured item on arrival and the weight after repacking shall be checked and noted on the cover. This note shall be followed by the words “Scellé d’office à ...” (Sealed at ...) or “Remballé à ...” (Repacked at ...). This note shall be supplemented by an impression of the date-stamp and by the signature of the officials who have affixed the seals or done the repacking.

�2 The discovery of any irregularity whatsoever during the check may in no case be the cause of the return of an item contained in the mail examined except as provided in article �5 of the Convention.

Commentary193.10 Exchange office telephone, telex and fax numbers are given in the Letter Post Compendium.


H.65

Article RL �94Verification notes

� The irregularities established shall be reported immediately to the office of origin of the mail, by means of a CN 43 verification note made out in duplicate, after the complete check of the mail. Where transit is involved, the verification note shall be sent to the last intermediate office which transmitted the mail in bad condition.

2 The details on the verification note shall specify as precisely as possible the bag, cover, packet or item concerned. If the mail contains bundles provided with CN 25 and CN 26 labels, such labels shall, in case of irregularity, be attached to the verification note. In the case of service irregularities which gave grounds for presuming loss or theft, the condition in which the packing of the mail was found shall be indicated in as much detail as possible on the verification note.

3 Unless this is impossible for a stated reason, the following elements shall be kept intact for a period of six weeks from the date of verification and shall be sent to the designated operator of origin if the latter so requests:3.� the bag, or envelope, with the string, labels and lead or other seals;3.2 all the inner and outer packets or bags in which the insured items and

registered items were enclosed;3.3 the packing of any damaged items which can be recovered from the

addressee.

4 When the mails are transmitted through the intermediary of a carrier, the CN 37, CN 38 or CN 4� delivery bill mentioning the irregularities established by the intermediate designated operator or designated operator of destination on taking over the mails shall where possible be countersigned by the carrier or his representative as well as by the designated operator of transit or of destination taking over the mails, which shall confirm that there are no irregularities. Should there be any reservations with respect to the carrier service, the copies of the CN 37, CN 38 or CN 4� bill must indicate such reservations. Where the mails are transported in containers, these reservations shall relate solely to the condition of the container and of its fastening and seals. By analogy, designated operators exchanging information by electronic means may apply the procedures described in article RL �90.2.5.

5 In the cases provided for in article RL �93.4, 5 and 9, the office of origin and, where appropriate, the last intermediate office of exchange may, in addition, be advised by telecommunications at the expense of the designated operator which sends it the advice. Such an advice shall be sent whenever the mail shows obvious traces of having been tampered with, so that the dispatching or intermediate office may investigate the matter without delay. Where necessary, the intermediate office shall advise the preceding designated operator also by telecommunications for the continuation of the inquiry.


H.66

6 When the absence of a mail is the result of a missed mail connection or when it is duly explained on the delivery bill, a CN 43 verification note shall be prepared only if the mail does not reach the office of destination by the next post.

7 As soon as a mail which has been reported as missing to the office of origin and, where appropriate, to the last intermediate office arrives, a second verifica-tion note announcing the receipt of the mail shall be sent to these offices by the quickest route (air or surface).

8 When a receiving office responsible for checking a mail has not sent a CN 43 note reporting irregularities of any kind to the office of origin and, where appropriate, to the last intermediate office of exchange by the quickest route (air or surface), it shall be considered, until the contrary is proved, as having received the mail and its contents. The same assumption shall be made in respect of irregularities to which no reference has been made or which have been incompletely reported in the verification note. The same shall apply when the provisions of the present article and of article RL �93 regarding the formalities to be fulfilled have not been observed.

9 Verification notes shall preferably be sent by telefax or by any other elec-tronic means of communication. If not practicable, such notes shall be sent by the quickest mail route (air or surface).

�0 Verification notes sent by mail shall be forwarded in envelopes marked in bold letters “Bulletin de vérification” (Verification note). These envelopes may either be pre-printed or distinguished by a stamp impression clearly reproducing the indication.

�� The offices to which the verification notes are sent shall return them as promptly as possible, preferably by electronic means, to the office of exchange from which they came, after having examined them and indicated thereon their observations, if any. The verification notes shall be considered duly accepted until proved otherwise:��.� if they are not answered within a period of one month from the date of their

transmission;��.2 if the designated operator of origin is not advised within that time of any

investigations which may still be necessary or of the additional dispatch of relevant documents.

Commentary194.4 The third and fourth copies of the CN 37 bill provided for in art RL �90.�.5 or the fourth and fifth copies of the CN 38 and CN 4� bills provided for in art RL �90.2.4 must indicate the reservations made.


H.67

VERIFICATION NOTEExchange of mails


Date Mail No.Offi ce of origin of the note

1 Irregularities concerning receptacles or covers

Mail No.

Flight No./Train No./Name of ship




Number of receptacles concerned

Mail No. Offi ceof origin

Offi ceof destination

2 Irregularities concerning documentsMissing documents (please accept the substitute form attached)

CN 31 letter billCN 37

CN 38

CN 41 CN 16 dispatch list

CN 32 letter bill

No.

Number of registered items received

Empty receptacles The total weight was checked here

CPLetter postThe delivery bill has been corrected as follows according to the weights given on the labels (amended as necessary)

In view of an error in calculation, the totals on the delivery bill have been corrected as follows

CN 65 bill

Delivery bill

Irregularities concerning the tables of the letter bill

Number of receptacles

Weight of receptacles (see part 3 overleaf)

Total registered items

Special lists

Dispatch lists

Total insured items

Receptacles returned, etc. (number)


Offi ce of destination of the note


violet green CP

Date of dispatch

red white blue

CN 33 special list

Entered Received Observations

Receptacles Covers

Number of insured items received

Event codes

20 – Received here in good condition

21 – Damaged by weather or improper handling (no theft evident)

22 – Received cut, torn, or broken,and enclosed mail not intact

23 – Seal tampered or missing andenclosed mail not intact

24 – Serious weight or item loss, but no external tampering detected

25 – Received here with unreadable barcode

26 – Pilfered here (evidence of local theft)

27 – Found unprotected or abandoned here28 – Carrier failed to load or make transfer here

29 – Carrier misdelivered to this location

30 – Received here unlabelled

31 – Did not arrive here

32 – Origin mislabelled to this location


H.68

3 Irregularities concerning the mail subject to terminal dues

4 Irregularities concerning IBRS items

This form must be returned to

According to declarationof dispatching offi ce

According to fi ndingsof transit offi ce

Findings and differences

Priority/Non-priority –LC/AO receptacles

kg

M bags

Up to 5 kg Over 5 kgBulk mail

kg

CN 43 (Back)

Seenand noted

Seenand accepted

Copy/copiesattached

Number Weight Number Weight

kg

Number

kg

Weight Number of receptacles Weight Number

of items

According to fi ndingsof offi ce of des ti na tion

Offi ce preparing the notePlace and signature

Offi ce of destination of the notePlace, date and signature of the offi cial in charge

Difference

5 Other irregularities

According to declaration of dispatching offi ce

Number of items Weight (in kg)Differences found

According to fi ndings of offi ce of destination

Difference


H.69

Article RL �95Missent items

� Missent items of all kinds shall be redirected to their destination without delay by the quickest route.

Article RL �96Steps to be taken in the event of an accident

� When, as a result of an accident in course of conveyance, a ship, train, aircraft or any other transport facility is unable to continue its journey and deliver the mail at the scheduled ports of call or stations, the crew shall hand over the mails to the post office nearest to the place of the accident or to the office best able to reforward the mail. If the crew are unable to do this, that office, having been informed of the accident, shall take immediate action, taking over the mail and reforwarding it to its destination by the quickest route after its condition has been checked and any damaged items put in order.

2 The designated operator of the country in which the accident occurred shall inform all designated operators of previous ports of call or stations, by telecom-munications, of the fate of the mail. These designated operators in turn shall advise by the same means all other designated operators concerned.

3 Designated operators which had mail on the transport facility involved in the accident shall send a copy of the CN 37, CN 38 or CN 4� delivery bills to the designated operator of the country where the accident occurred.

4 The qualified office shall then notify the offices of destination of the mails involved in the accident by CN 43 verification note giving details of the circum-stances of the accident and the results of the check of the mails. One copy of each verification note shall be sent to the offices of origin of the relative mails and another to the designated operator of the country to which the transport company belongs. These documents shall be sent by the quickest route (air or surface).

Article RL �97Steps to be taken in the event of an interrupted flight, or of diversion or missending of airmails

� When an aircraft interrupts its flight for a length of time likely to delay the mails or when, for any reason whatsoever, the mails are unloaded at an airport other than that given on the CN 38 delivery bills, the airline shall hand over such mails immediately to the officials of the designated operator of the country where the stop has been made. The latter shall reforward them by the quickest route (air or surface).

Letter Post – Art RL �95, �96 and �97

H.70

2 The designated operator which receives missent airmail dispatches or bags owing to a labelling error shall attach a new label to the dispatch or bag, with an indication of the office of origin, and reforward it to its correct destination.

3 In every case the office which did the reforwarding shall inform the office of origin of each dispatch or bag by CN 43 verification note, indicating in particular on the verification note the air service from which the mail was taken, the services used (air or surface) for onward transmission to its destination and the cause of missending, such as transportation or labelling error.

Article RL �98Steps to be taken in the event of an interrupted flight, or of diversion or missending of surface airlifted (S.A.L.) mails

� When mails included in a surface dispatch sent by air (S.A.L.) are on a flight that is interrupted or are unloaded at an airport other than the one indicated on the CN 4� delivery bill, the procedure shall be as follows:�.� Officials of the designated operator of the country where the mails are in

transit shall take charge of them and reforward them by surface if condi-tions are such that the mails can be sent promptly to the country of desti-nation. The designated operator of origin shall be informed by e-mail or any other means of telecommunication.

�.2 If rapid delivery by surface to the country of destination cannot be ensured, the designated operator of the transit country shall get in touch, by tele-communications, with the designated operator of origin of the mails to determine how the latter are to be reforwarded to their destination and how compensation for reforwarding is to be calculated and settled.

�.3 The designated operator of the country of transit shall make out a new delivery bill (CN 37, CN 38 or CN 4�, as required) and redirect the mails as instructed by the designated operator of origin.

Article RL �99Steps to be taken in the event of temporary suspension and resumption of serv-ices

� If services are temporarily suspended, the designated operator or desig-nated operators concerned must be notified of the fact by telecommunications, indicating, if possible, the probable duration of the suspension of services. The same procedure shall be applied when the suspended services are resumed.

2 The International Bureau must be notified of the suspension or resumption of services if a general announcement is considered necessary. If necessary, the International Bureau shall notify designated operators by telecommunications.

Letter Post – Art RL �97, �98 and �99

H.7�

3 The designated operator of origin shall have the option of refunding the postage charges, special charges and air surcharges to the sender if, owing to the suspension of services, the benefit accruing from conveyance of the item in question was obtained only in part or not at all.

Article RL 200Return of empty bags

� The owners of empty bags shall decide whether they wish their bags to be returned or not and, if so, by what means of transport. Nevertheless, the designated operator of destination shall have the right to return bags that cannot be inciner-ated easily and cheaply in its country. The designated operator of origin shall bear the cost of returning such bags.

2 In the absence of agreement between the designated operators concerned, bags shall be returned empty by the next post in a mail for the country to which they belong and if possible by the normal route followed on the outward journey. The number of bags returned by each mail shall be noted in table 4 of the CN 3� letter bill (table 3 of the CN 32 letter bill). This entry shall not be made when two designated operators have agreed to indicate only red-label bags on the letter bill.

3 Designated operators of origin may make up special mails for the return of empty bags. However, the make-up of special mails shall be compulsory when the designated operators of transit or destination so request. For bags being returned by air, the make-up of special mails shall be compulsory. The special mails shall be described on CN 47 bills and CN 3� letter bills. If special mails for empty bags being returned by surface are not made up, the number and the weight of sacks of empty bags shall be entered in the appropriate column of the CN 37 bill.

4 The return shall be carried out between offices of exchange appointed for the purpose. The designated operators concerned may agree among themselves as to the procedure for the return. In long-distance services, they shall, as a general rule, appoint only one office responsible for receiving the empty bags returned to them.

5 The empty bags shall be rolled into suitable bundles. Where appropriate the label blocks, labels of canvas, parchment or other stout material shall be placed inside the bags.

6 If there are not too many of them, empty bags being returned by surface may be placed in the bags containing letter-post items. In all cases, including when empty bags are being returned by air, they shall be placed in separate bags labelled with the name of the offices of exchange. These bags may be sealed by agreement between the designated operators concerned. The labels shall be endorsed “Sacs vides” (Empty bags).

Letter Post – Art RL �99 and 200

H.72

7 The bags used for printed papers for the same addressee at the same address (M bags) shall be recovered after they have been handed over to the addressees and shall be returned, in accordance with the above-mentioned provi-sions, to the designated operators of the countries to which they belong.

8 If the check made by an designated operator establishes that bags belonging to it have not been returned to its service within a period longer than that required for their transmission (round trip), it shall be entitled to claim reimbursement of the value of the bags as provided for under 9. The designated operator in question may refuse this reimbursement only if it can prove the missing bags were returned.

9 Each designated operator shall fix, periodically and uniformly for each kind of bag used by its offices of exchange, a value in SDRs and communicate it to the designated operators concerned through the International Bureau. In case of reimbursement, the cost of replacing the bags shall be considered.

�0 By prior agreement, a designated operator may use the bags belonging to the designated operator of destination for making up its own airmails. Bags belonging to a third party may not be used.

�� Mails of empty bags shall be subject to payment of 30% of the transit charges applicable to letter-post mails.

�2 A dispatching designated operator may indicate whether or not it would like to have the receptacles used for a particular dispatch returned. This indication shall be made on the letter bill used for the dispatch.

�3 Accounting for the return of empty bags shall be based on the Statistics and Accounting Guide issued by the International Bureau of the Universal Postal Union.

Commentary200 In resolution C 7�/Washington �989, Congress urged all DOs to return empty mailbags, both effi-ciently and promptly, to the countries to which they belong.It also recommended:a those DOs which have problems caused by the non-return of mailbags to consider setting up simple

but cost-effective recording systems in order to ascertain: – the proportion of bags which are not returned; – whether that proportion can be considered as an acceptable loss; – which DOs may be principally responsible for the failure to return bags;b those DOs which have such problems to make direct contact with the DOs concerned to seek the

return of their bags or, failing that, applying the relevant provisions in order to obtain reimburse-ment;

c all DOs to consider the use of schemes for bag-sharing, or the reciprocal use of mailbags, as well as the use of one-trip mailbags, in order to increase the availability of mailbags;

d all DOs to consider the more extensive use of containers for conveying loose-loaded parcels, letters in letter trays or boxes and similar types of mail which do not require the use of mailbags.

The term “empty bags” is intended to mean receptacles of any kind used and owned by DOs for the carriage of mail.

Letter Post – Art RL 200

H.73

200.3 Empty bags returned by airThe IATA–UPU Contact Committee approved the practical method of application given below:i The owning DO shall have the right to choose the route and the carrier for the return of the bags. The

owning DO can stipulate details such as the timing, frequency and office of return for its empty bags. In this regard, it should seek bilateral rate and operational agreements with a given carrier or carriers and inform sending DOs and carriers about these details. Financial settlements will, therefore, in prin-ciple be limited to bills raised by the participating carrier against the owning DO.

ii Empty bags should in principle be returned to one office of exchange as stipulated in art RL 200.4, and as communicated by each DO via the UPU Compendium of Information.

iii it is desirable that airlines and DOs discuss and coordinate, to the maximum possible extent, arrange-ments for the return of empty bags.

iv As the return of empty bags by air is now paid for by the owning DO, the airline should accept liability for any loss of the bags.

v A new heading labelled “DO owning empty receptacles” has been created on the CN 47 Delivery Bill for mails of empty bags. The returning (ie non-owning) DO will indicate the DO owning the bags, and participating airlines will bill the owning DO on this basis.

vi Bags returned by air will always be sent in separate dispatches and accompanied by the CN 47 only. The airlines and DOs concerned should mutually agree upon any alternate procedure.

vii Carriers will bill owning DOs for the carriage of empty bags by listing the dates, serial dispatch numbers and the DO of origin of the CN 47s to which each invoice refers so that owning DOs can account for their equipment.

viii In cases where no prior bilateral agreement has been made and empty bags are handled and carried at a point of transit by a non-contracted airline as per instructions on the CN 47 issued by the sending DO, the non-contracted carrier will bill such carriage to the owning DO at the applicable carrier’s rate. This rate will, at the most, be 30% of the applicable UPU Basic Airmail Conveyance Rate as stipu-lated in art RL 245.

ix In cases where a transit DO is involved, the transit DO will be entitled to claim, from the owning DO, charges for handling the empty bag dispatch. The DO of transit shall prepare the CN 55 and CN 56 statements from the particulars on the CN 47 delivery bill.

Under article RL 243, the air conveyance rate payable for empty bags will, at the most, be 30% of the applicable UPU basic airmail conveyance rate.Art RL �90 applies, with appropriate changes, to CN 47 bills.Empty bags returned by surfaceFor billing for land and sea transit charges for dispatches of empty receptacles, the following procedure applies:– return of empty receptacles by direct route between DO A and DO B (DO to which receptacles belong):

transit charges should be billed by DO A to DO B, on the basis of the transit charges indicated in art RL 205 for the distance between A and B;

– return of empty receptacles from DO A to DO C (to which the receptacles belong) through DO of transit B:

– transit charges for conveyance from A to B should be billed by DO A to DO C, on the basis of the transit charges indicated in art RL 205 for the distance between A and B;

– transit charges for conveyance from B to C should be billed by DO B to DO C, on the basis of the transit charges indicated in art RL 205 for the distance between B and C.


H.74




Date

DELIVERY BILLMails of empty receptacles

Serial No.


CN 47

Date of departure Time

Airport of offl oadingAirport of direct transhipmentType of receptacles returned Flight No.

Train No.

Name of ship

Priority/By air

Non-priority/Surface

Parcels


Route

Port of disembarkation Company

EMSIf a container is used

kg1

1 2 3 4 5 6

Mail No. Offi ce of origin

Entry


Number of sacks of empty bags and other empty receptacles returned

Gross weight Observations

TotalsOffi ce of exchange of destinationDate and signature

The offi cial of the carrier or airportSignature


1 K

g to

one

dec

imal

EMPTY RECEPTACLES


No. of seal

No. of container

No. of container

No. of seal

No. of sealNo. of container

Designated operator to which receptacles belong


Letter Post – Art RL 200, form

H.75

Article 19Exchange of closed mails with military units

1 Closed letter-post mails may be exchanged through the intermediary of the land, sea or air services of other countries:1.1 between the post offices of any member country and the commanding

officers of military units placed at the disposal of the United Nations;1.2 between the commanding officers of such military units;1.3 between the post offices of any member country and the commanding

officers of naval, air or army units, warships or military aircraft of the same country stationed abroad;

1.4 between the commanding officers of naval, air or army units, warships or military aircraft of the same country.

2 Letter-post items enclosed in the mails referred to under 1 shall be confined to items addressed to or sent by members of military units or the officers and crews of the ships or aircraft to or from which the mails are forwarded. The rates and conditions of dispatch applicable to them shall be fixed, according to its regulations, by the designated operator of the member country which has made the military unit available or to which the ships or aircraft belong.

3 In the absence of special agreement, the designated operator of the member country which has made the military unit available or to which the warships or military aircraft belong shall be liable to the designated operators concerned for the transit charges for the mails, the terminal dues and the air conveyance dues.

Commentary19.3 See art RL 2�9.

Article RL 20�Mails exchanged with military units

� Intermediate designated operators shall be informed, as far as possible in advance, of the establishment of an exchange of closed mails as mentioned in article �9 of the Convention.

2 The address of these mails shall be worded as follows:

From the office of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . the (nationality) naval (or air) unit of (designation of the unit) at . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . the (nationality) ship (name of ship) at . . . . . . . . . . . . . .For (Country)

Letter Post – Conv Art �9; RL 20�

H.76

or

From the (nationality) naval (or air) unit of (designation of the unit) atFrom the (nationality) ship (name of ship) at . . . . . . . . . . . . . . . . .For the office of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

or

From the (nationality) naval (or air) unit of (designation of the unit) atFrom the (nationality) ship (name of ship) at . . . . . . . . . . . . . . . . . the (nationality) naval (or air) unit of (designation of the unit) at . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . the (nationality) ship (name of ship) at . . . . . . . . . . . . . .

3 The mails concerned shall be forwarded by the fastest route (air or surface), according to the indication written on the address, and under the same conditions as mails exchanged between post offices.

4 The captain of a mail-boat conveying mails for a naval unit or a warship shall hold them at the disposal of the commanding officer of the naval unit or ship of destination, should the latter ask him for delivery en route.

5 If the ships are not at the place of destination when the mails addressed to them arrive there, the mails shall be kept at the post office until they are collected by the addressee or redirected to another point. Redirection may be requested either by the designated operator of origin, by the commanding officer of the naval unit or ship of destination, or by a consul of the same nationality.

6 Those mails which are marked “Aux soins du Consul d’...” (Care of the Consul of ...) shall be delivered to the consulate indicated. At the request of the consul they may afterwards be received back into the postal service and redirected to the place of origin or to another address.

7 Mails addressed to a warship shall be regarded as being in transit up to the time of their delivery to the commanding officer of that ship, even when they have been originally addressed to the care of a post office or to a consul charged to act as forwarding agent. They shall not, therefore, be regarded as having reached their address until they have been delivered to the warship concerned.

8 By agreement between the designated operators concerned, the above procedure shall also be applicable, if necessary, to mails exchanged with military units placed at the disposal of the United Nations and with military aircraft.

(Country)

(Country)

For (Country)


H.77

Article 20Quality of service standards and targets

1 Member countries or their designated operators shall establish and publish delivery standards and targets for their inward letter-post items and parcels.

2 These standards and targets, increased by the time normally required for customs clearance, shall be no less favourable than those applied to comparable items in their domestic service.

3 Member countries or their designated operators of origin shall also establish and publish end-to-end standards for priority and airmail letter-post items as well as for parcels and economy/surface parcels.

4 Member countries or their designated operators shall measure the application of quality of service standards.

Commentary20 With regard to the conclusion of bilateral agreements on service targets, the Washington Congress adopted recommendation C 33/�989, the operative part of which is given below:“Congress recommends:– administrations of origin and destination to conclude a bilateral agreement regarding service targets

for letter-post items based on a detailed analysis of operational and transport arrangements between the two administrations;

– administrations to agree on the measures that each will take in order to achieve the ultimate service targets;

– administrations to set up monitoring systems in order to identify where problems are occurring;– administrations to conduct regular reviews of the bilateral agreements in order to monitor progress

towards the ultimate target and to agree on what, if any, further measures are needed.”In recommendation C 85/Seoul �994, Congress further recommended that those DOs which conclude bilateral agreements on quality of service targets should incorporate into these agreements appropriate references to handling and transmission time targets for mails sent in transit à découvert.

Article RL 202Quality of Service targets

� Member countries or designated operators shall undertake to verify peri-odically that the established times are achieved either within the framework of the surveys organized by the International Bureau or by the Restricted Unions, or on the basis of bilateral agreements.

2 It is also desirable that member countries or designated operators should verify periodically that the established times are achieved, using other quality control systems, in particular external quality control.

3 Wherever possible, member countries or designated operators shall imple-ment quality measurement systems for international mails (both outgoing and incoming); this should, as far as possible, include measurement from posting to delivery (end-to-end).

Letter Post – Conv Art 20; RL 202

H.78

4 All designated operators shall provide the International Bureau with up-to-date information about the latest transport arrival times (LTAT) against which they operate for international postal purposes. Any changes shall be advised as soon as they are planned in order to allow the International Bureau to communicate these changes to designated operators before they are applied.

5 Where possible, separate information shall be provided for priority and non-priority streams of traffic.


I.�

Letter Post – Art 203

Section I

Transit charges and terminal dues

Article RL 203Transit charges and terminal dues: General provisions

� Transit charges�.� Accounting for surface-mail transit charges and for charges for handling

transit airmails shall be done annually by the designated operator of transit, for each designated operator of origin. It shall be based on the weight of the mails received in transit, sent during the year concerned. The rates laid down in article RL 205 shall be applied.

�.2 The transit charges and charges for handling transit airmails shall be borne by the designated operator of origin of the mails. They shall be payable, subject to the exception provided for under �.4, to the designated opera-tors of the countries which are crossed or whose services take part in the land or sea conveyance of the mails.

�.3 When the designated operator of the country which is crossed does not take part in the land or sea conveyance of the mails, the applicable transit charges shall be payable to the designated operator of destination if it bears the costs related to such transit.

�.4 The charges for the sea conveyance of mails in transit may be settled directly between the designated operators of origin of the mails and the shipping companies or their agents. The designated operator of the port of embarkation concerned shall give its prior agreement.

2 Terminal dues2.� For letter-post items, with the exception of M bags, accounting for terminal

dues shall be done annually by the creditor designated operator, according to the actual weight of the mails and the actual number of registered items and of insured items received and, where applicable, the number of items received during the year concerned. The rates laid down in articles 28 and 29 of the Convention shall be applied.

2.2 For M bags, accounting for terminal dues shall be done annually by the creditor designated operator, on the basis of the weight subject to terminal dues in accordance with the conditions laid down in article 27 of the Convention.

2.3 To enable the annual weight and number of items to be determined, the designated operators of origin of the mails shall permanently indicate, for each mail:

2.3.� the weight of the mail (excluding M bags); 2.3.2 the weight of the M bags weighing more than 5 kilogrammes; 2.3.3 the number of M bags weighing less than 5 kilogrammes; 2.3.4 the number of registered items included in the mail; 2.3.5 the number of insured items included in the mail.

I.2


2.4 In the absence of a special agreement between the designated opera-tors concerned, in relations between countries in the target system, the number of items shall be determined in accordance with articles RL 22� and RL 222.

2.5 When it is necessary to determine the number and weight of bulk items, the modalities indicated in article RL �82 for this category of mail shall be applied.

2.6 The designated operators concerned may agree to account for terminal dues in their reciprocal relations by different statistical methods. They may also agree on a different periodicity from those laid down in article RL 223 for the statistical period.

3 If a dispute between designated operators concerning the annual results has to be settled, the designated operators concerned shall ask their member countries to act in accordance with the procedure provided for in article �32 of the General Regulations. The arbitrators shall be empowered to fix in a fair and reasonable manner the transit charges or terminal dues to be paid.

4 Exemption from transit charges and terminal dues4.� The letter-post items relating to the postal service referred to in article

RL ��0.2 and undelivered postal items returned to origin in closed dispatches shall be exempted from terminal dues. Mails of empty recep-tacles shall be exempted from terminal dues but not from transit charges which shall be paid by the designated operator owning the receptacles.

4.2 IBRS items shall be exempted from terminal dues.

Commentary203.1 For the technical aspects of the application of transit charges to mails of empty receptacles, see commentary on art RL 200.3.

203.1.3 Some DOs are not in a position to provide land or sea transit. In such circumstances, a DO of destination, with the prior agreement of the transit DO, stands the transport costs of the transit mail intended for it. This provision is aimed at enabling the DO of destination to obtain reimbursement of the transit charges if it has had to pay them.

I.3


A. Transitcharges

Article 31Transit charges

1 Closed mails and à découvert transit items exchanged between two designated operators or between two offices of the same member country by means of the services of one or more other designated operators (third party services) shall be subject to the payment of transit charges. The latter shall constitute remuneration for the services rendered in respect of land transit, sea transit and air transit. This principle shall also apply to missent items and misrouted mails.

Commentary31.1 Remuneration for transit is payable for services rendered by or through the DO of the country crossed.These services may be rendered only by the DO or by the DO and a carrier.The DO of the country crossed is not remunerated if its services do not take part in the transit.In the absence of special agreement between the interested parties, the allocation of sea transit charges entails for the service undertaking the transport the obligation to provide for the loading and unloading of mails.For items in transit à découvert, see art RL �7�.3.

I.4

Article 34Authority of the POC to fix charges and rates

1 The Postal Operations Council shall have the authority to fix the following rates and charges, which are payable by designated operators in accordance with the conditions shown in the Regulations:1.1 transit charges for the handling and conveyance of letter mails through

one or more intermediary countries;1.2 basic rates and air conveyance dues for the carriage of mail by air;1.3 inward land rates for the handling of inward parcels;1.4 transit land rates for the handling and conveyance of parcels through

an intermediary country;1.5 sea rates for the conveyance of parcels by sea.

2 Any revision made, in accordance with a methodology that ensures equitable remuneration for designated operators performing the services, must be based on reliable and representative economic and financial data. Any change decided upon shall enter into force at a date set by the Postal Operations Council.

Article RL 204Application of transit charges

� In the absence of special agreement, direct sea conveyance between two countries by the ships of one of them shall be regarded as a third party service.

2 Sea transit shall begin when the mails are handed over to the shipping company appointed by the sending designated operator and shall end when the mails are handed over to the designated operator of destination, or when the designated operator of destination has been given the delivery order or any other relevant document, whichever is the earlier. Sea transit charges, payable by the sending designated operator, include all costs incurred by the shipping line at the port of arrival. If the designated operator of destination has to pay additional charges for services incurred prior to notification, such as port charges, canal tolls, terminal or pier charges for related service and any other similar charges for handling containerized or bulk dispatches, the designated operator of destina-tion may obtain reimbursement of these additional charges from the dispatching designated operator. However, any storage costs incurred after notification by the shipping line that the mails are available and physically accessible for collection, shall be borne by the designated operator of destination.2.� Notwithstanding the provision of 2, the designated operator of destination

of the mails shall collect from the designated operator of origin the sum corresponding to the port storage charges, when the dispatching office fails to send a copy of the CN 37 bill in time as provided for in article RL �90.�.5.


I.5

3 When a foreign transport service crosses the territory of a country without the participation of the latter’s services in accordance with article RL 167, mails thus forwarded shall not be subject to the payment of land transit charges.

4 A current sea mail contact address, including physical address, telephone, fax and e-mail address must be maintained in the List of addresses of heads and senior officials of postal entities for all countries sending and accepting sea mail. It may be necessary to include two addresses where different sections within a designated operator deal with import and export. Wherever possible, a generic e-mail address (e.g. [email protected]) should be arranged by each designated operator to avoid pre-advices going astray.

Commentary204.3 If no services have been rendered, the right to collect transit charges does not exist. Thus a country which allows a foreign service to cross its territory without its own services being involved may not claim transit charges, since the principle of freedom of transit excludes purely sovereignty rights which do not correspond to a service performed. Postal exchanges are subject to charges in favour of a third country only for transport carried out by the services of that country.

Article RL 205Transit charges

1 The transit charges to be borne by the designated operator of origin of the mails shall be calculated on the basis of the following components:1.1 A rate for handling transit dispatches, which shall be 0.195 SDR per kilo-

gramme for air-mails and S.A.L mails, and 0.170 SDR per kilogramme for the year 2006, 0.180 SDR per kilogramme for the year 2007, 0.190 SDR per kilogramme for the year 2008 and 0.195 SDR per kilogramme for the year 2009 for surface mails.

1.2 A rate based on distance, which shall be:1.2.1 for air transport: the basic air conveyance rate set by the Postal Opera-

tions Council using the formula in article RL 235;1.2.2 for land transport:1.2.2.1 0.200 thousandths of an SDR per kilogramme and per kilometre up to

1,500 kilometres;1.2.2.2 0.140 thousandths of an SDR per kilogramme and per supplementary kilo-

metre up to 5,000 kilometres;1.2.2.3 0.100 thousandths of an SDR per kilogramme and per supplementary kilo-

metre;1.2.2.4 the rate based on distance being calculated per 100-kilometre distance

step, based on the mid-value in each step;1.2.3 for sea transport:1.2.3.1 0.070 thousandths of an SDR per kilogramme and per nautical mile

(1.852 km) up to 1,000 nautical miles;1.2.3.2 0.040 thousandths of an SDR per kilogramme and per supplementary

nautical mile up to 2,000 nautical miles;

Letter Post – Conv Art 34; RL 204 and 205

I.6

�.2.3.3 0.034 thousandths of an SDR per kilogramme and per supplementary nautical mile up to 4,000 nautical miles;

�.2.3.4 0.022 thousandths of an SDR per kilogramme and per supplementary nautical mile up to �0,000 nautical miles;

�.2.3.5 0.0�5 thousandths of an SDR per kilogramme and per supplementary nautical mile;

�.2.3.6 the rate based on distance being calculated per �00-nautical-mile distance step, based on the mid-value in each step.

Commentary205.1 The basic conveyance rates and handling charges for the year 2009 are as follows:

Land transit Sea transit

Distances Mid- Land Rate for Total Distances Mid- Sea Rate for Total(km) value transport handling for (nautical value transport handling for (km) rate transit 2009 miles) (NM) rate transit 2009 (SDR) mails (SDR) (SDR) mails (SDR) (SDR) (SDR)

�– �00 50 0.0�0 0.�95 0.205 �– �00 50 0.004 0.�95 0.�99 �0�– 200 �50 0.030 0.�95 0.225 �0�– 200 �50 0.0�� 0.�95 0.206 20�– 300 250 0.050 0.�95 0.245 20�– 300 250 0.0�8 0.�95 0.2�3 30�– 400 350 0.070 0.�95 0.265 30�– 400 350 0.025 0.�95 0.220 40�– 500 450 0.090 0.�95 0.285 40�– 500 450 0.032 0.�95 0.227 50�– 600 550 0.��0 0.�95 0.305 50�– 600 550 0.039 0.�95 0.234 60�– 700 650 0.�30 0.�95 0.325 60�– 700 650 0.046 0.�95 0.24� 70�– 800 750 0.�50 0.�95 0.345 70�– 800 750 0.053 0.�95 0.248 80�– 900 850 0.�70 0.�95 0.365 80�– 900 850 0.060 0.�95 0.255 90�–� 000 950 0.�90 0.�95 0.385 90�–� 000 950 0.067 0.�95 0.262� 00�–� �00 � 050 0.2�0 0.�95 0.405 � 00�–� �00 � 050 0.072 0.�95 0.267� �0�–� 200 � �50 0.230 0.�95 0.425 � �0�–� 200 � �50 0.076 0.�95 0.27�� 20�–� 300 � 250 0.250 0.�95 0.445 � 20�–� 300 � 250 0.080 0.�95 0.275� 30�–� 400 � 350 0.270 0.�95 0.465 � 30�–� 400 � 350 0.084 0.�95 0.279� 40�–� 500 � 450 0.290 0.�95 0.485 � 40�–� 500 � 450 0.088 0.�95 0.283� 50�–� 600 � 550 0.307 0.�95 0.502 � 50�–� 600 � 550 0.092 0.�95 0.287� 60�–� 700 � 650 0.32� 0.�95 0.5�6 � 60�–� 700 � 650 0.096 0.�95 0.29�� 70�–� 800 � 750 0.335 0.�95 0.530 � 70�–� 800 � 750 0.�00 0.�95 0.295� 80�–� 900 � 850 0.349 0.�95 0.544 � 80�–� 900 � 850 0.�04 0.�95 0.299� 90�–2 000 � 950 0.363 0.�95 0.558 � 90�–2 000 � 950 0.�08 0.�95 0.3032 00�–2 �00 2 050 0.377 0.�95 0.572 2 00�–2 �00 2 050 0.��2 0.�95 0.3072 �0�–2 200 2 �50 0.39� 0.�95 0.586 2 �0�–2 200 2 �50 0.��5 0.�95 0.3�02 20�–2 300 2 250 0.405 0.�95 0.600 2 20�–2 300 2 250 0.��9 0.�95 0.3�42 30�–2 400 2 350 0.4�9 0.�95 0.6�4 2 30�–2 400 2 350 0.�22 0.�95 0.3�72 40�–2 500 2 450 0.433 0.�95 0.628 2 40�–2 500 2 450 0.�25 0.�95 0.3202 50�–2 600 2 550 0.447 0.�95 0.642 2 50�–2 600 2 550 0.�29 0.�95 0.3242 60�–2 700 2 650 0.46� 0.�95 0.656 2 60�–2 700 2 650 0.�32 0.�95 0.3272 70�–2 800 2 750 0.475 0.�95 0.670 2 70�–2 800 2 750 0.�36 0.�95 0.33�2 80�–2 900 2 850 0.489 0.�95 0.684 2 80�–2 900 2 850 0.�39 0.�95 0.3342 90�–3 000 2 950 0.503 0.�95 0.698 2 90�–3 000 2 950 0.�42 0.�95 0.3373 00�–3 �00 3 050 0.5�7 0.�95 0.7�2 3 00�–3 �00 3 050 0.�46 0.�95 0.34�3 �0�–3 200 3 �50 0.53� 0.�95 0.726 3 �0�–3 200 3 �50 0.�49 0.�95 0.3443 20�–3 300 3 250 0.545 0.�95 0.740 3 20�–3 300 3 250 0.�53 0.�95 0.3483 30�–3 400 3 350 0.559 0.�95 0.754 3 30�–3 400 3 350 0.�56 0.�95 0.35�3 40�–3 500 3 450 0.573 0.�95 0.768 3 40�–3 500 3 450 0.�59 0.�95 0.3543 50�–3 600 3 550 0.587 0.�95 0.782 3 50�–3 600 3 550 0.�63 0.�95 0.3583 60�–3 700 3 650 0.60� 0.�95 0.796 3 60�–3 700 3 650 0.�66 0.�95 0.36�3 70�–3 800 3 750 0.6�5 0.�95 0.8�0 3 70�–3 800 3 750 0.�70 0.�95 0.3653 80�–3 900 3 850 0.629 0.�95 0.824 3 80�–3 900 3 850 0.�73 0.�95 0.3683 90�–4 000 3 950 0.643 0.�95 0.838 3 90�–4 000 3 950 0.�76 0.�95 0.37�4 00�–4 �00 4 050 0.657 0.�95 0.852 4 00�–4 �00 4 050 0.�79 0.�95 0.3744 �0�–4 200 4 �50 0.67� 0.�95 0.866 4 �0�–4 200 4 �50 0.�8� 0.�95 0.3764 20�–4 300 4 250 0.685 0.�95 0.880 4 20�–4 300 4 250 0.�84 0.�95 0.3794 30�–4 400 4 350 0.699 0.�95 0.894 4 30�–4 400 4 350 0.�86 0.�95 0.38�4 40�–4 500 4 450 0.7�3 0.�95 0.908 4 40�–4 500 4 450 0.�88 0.�95 0.3834 50�–4 600 4 550 0.727 0.�95 0.922 4 50�–4 600 4 550 0.�90 0.�95 0.3854 60�–4 700 4 650 0.74� 0.�95 0.936 4 60�–4 700 4 650 0.�92 0.�95 0.3874 70�–4 800 4 750 0.755 0.�95 0.950 4 70�–4 800 4 750 0.�95 0.�95 0.3904 80�–4 900 4 850 0.769 0.�95 0.964 4 80�–4 900 4 850 0.�97 0.�95 0.3924 90�–5 000 4 950 0.783 0.�95 0.978 4 90�–5 000 4 950 0.�99 0.�95 0.394


I.7

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I.8

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Prot Article RL XVSpecial transit charges

� Greece reserves the right to raise by 30% the land transit charges and by 50% the sea transit charges given in article RL 205.�.



Letter Post – Conv Art 34; RL 205; Prot Art RL XV

I.9

2 Australia, Finland and Singapore reserve the right to raise by 50% the land and sea transit charges given in article RL 205.�.

3 The Russian Federation shall be authorized to collect a supplement of 0.65 SDR in addition to the transit charges indicated in article RL 205.� for each kilo-gramme of letter-post items conveyed in transit over the Trans-Siberian route.

4 Egypt and Sudan shall be authorized to collect a supplement of 0.�6 SDR in addition to the transit charges indicated in article RL 205.� for each bag of letter post in transit via Lake Nasser between Shallal, Egypt, and Wadi Halfa, Sudan.

5 Panama (Rep.) shall be authorized to collect a supplement of 0.98 SDR to the transit charges mentioned in article RL 205.� for each bag of letter post in transit through the Isthmus of Panama between the ports of Balboa on the Pacific Ocean and Cristobal on the Atlantic Ocean.

6 Finland shall be authorized to collect a supplement for each kilogramme of letter-post items addressed to the Åland Islands.6.� For airmail and priority mail the supplement shall be the relevant land

transit charge and the relevant air conveyance charge.6.2 For surface mail and non-priority mail the supplement shall be the relevant

land transit charge and the relevant sea conveyance charge.

7 Exceptionally, Panama (Rep.) shall be authorized to collect a charge of 0.65 SDR per bag for all mails stored or transhipped in the port of Balboa or Cristobal, provided that it does not receive any payment in respect of land or sea transit for those mails.

8 Notwithstanding article RL 205.�, the designated operator of Afghanistan shall be authorized provisionally, because of its special difficulties as regards means of conveyance and communication, to effect the transit of closed mails and à découvert correspondence across its territory on terms specially agreed with the designated operators concerned.

9 Notwithstanding article RL 205.�, the Syria–Iraq motor services shall be considered as extraordinary services giving rise to the collection of special transit charges.

�0 Denmark shall be authorized to collect a supplement for each kilogramme of letter-post items addressed to the Faröe Islands or Greenland.�0.� For airmails, priority mails and S.A.L. mails, the supplement shall be the

relevant charges for handling transit airmails and the relevant air convey-ance charge.

�0.2 For surface mails and non-priority mails, the supplement shall be the rele-vant land transit charges and the relevant sea transit charges.

�� Ukraine reserves the right to increase by 50% the sea transit charges set out in article RL 205.�.

Letter Post – Conv Art 34; Prot Art RL XV

I.�0

�2 Germany shall have the right to raise by 50% the sea transit charges given in article RL 205.�.

Article RL 206Kilometric distances

� The distances used to determine the transit charges for distances traversed by land according to article RL 205.�.2 shall be taken from the “List of Kilometric Distances relating to land sectors of mails in transit” published by the International Bureau.

Article RL 207Extraordinary services. Multimodal transport

� The transit charges specified in article RL 205 shall not be applicable to conveyance by extraordinary services specially established or maintained by a designated operator at the request of one or more other designated operators. The conditions of this class of conveyance shall be regulated by mutual consent between the designated operators concerned.

2 When surface mails from a designated operator are reforwarded by combined land and sea transport facilities, the conditions of such reforwarding shall be covered by a special agreement between the designated operators concerned.

Commentary207.1 Apart from “extraordinary services” properly speaking, there are “services giving rise to special charges”. See Prot art RL XV, reproduced after art RL 205.

Article RL 208Calculation and accounting for charges for missent items and items in transit à découvert forwarded by surface

� General�.� Each designated operator which forwards transit à découvert items by

surface shall have the right to collect from the designated operator of origin payment for the costs incurred and the terminal dues increments to be paid to the designated operator of destination. Conveyance and handling costs shall be calculated, in principle, as indicated in article RL 205, but according to the net weight. Terminal dues increments shall be calculated on the basis of average differences between the terminal dues received by the designated operator of transit and those paid to the designated operator of destination. The transit rates shall be fixed on the basis of not more than �0 average rates, each relating to a group of countries of desti-nation and fixed according to the conveyance and handling costs as well as terminal dues increments for the different destinations within the group. The sum of these dues shall be increased by �0%.

Letter Post – Conv Art 34; Prot Art RL XV; RL 206, 207 and 208

I.��

�.2 Accounting for items in transit à découvert shall take place, in principle, on the basis of the data of statistical returns, but, if the transit designated operator so requests, it shall be based on actual weight.

�.3 Accounting shall take place on the basis of actual weight in the case of missent items and items posted on board ship or sent at irregular inter-vals or in too varying amounts. However, this accounting shall be done only if the intermediate designated operator asks to be paid for the transit service rendered. For this purpose, the CN 65 form should be used by the intermediate designated operator, accompanied by the relevant CN 43 verification notes. The intermediate designated operators may also agree with the designated operator of origin to base the accounting for missent items on statistics.

2 Statistical operations2.� The statistical operations shall be conducted annually and alternately

during May in odd years and October in even years.2.2 During the statistical period, à découvert transit items shall be accom-

panied by CN 65 bills. The CN 26 bundle label and the CN 65 bill shall be overprinted with the letter “S”. When there are no à découvert items, registered or unregistered, to be inserted in a mail which normally includes such items, one or two CN 65 bills, as necessary, endorsed “Néant” (Nil) shall accompany the letter bill of the mail.

2.3 During the statistical period, all items in transit à découvert shall be placed with the CN 65 delivery bill in a closed bag, which may be of transparent plastic, inserted in the bag containing the letter bill.

2.4 Each designated operator dispatching items in transit à découvert shall inform intermediate designated operators of any change occurring during an accounting period in the provisions laid down for the exchange of this mail.

3 Preparation and checking of CN 65 bills3.� The weights shall be shown separately for each group of countries of

destination on the CN 65 bills. These shall be specially numbered in two consecutive series, one for unregistered items and the other for registered items. The number of CN 65 bills shall be entered in the corresponding item of table 4 of the CN 3� letter bill (table 3 of CN 32 letter bill). Transit designated operators may request the use of special CN 65 bills listing in a set order the most important groups of countries. All CN 65 bills shall be inserted into the bag containing the CN 3� letter bill.

3.2 The weight of à découvert items for each group of countries shall be rounded up to the nearest decagramme when the fraction of the decagramme is equal to or greater than 5 grammes; it shall be rounded down to the nearest decagramme otherwise.

3.3 If the intermediate office establishes that the actual weight of à décou-vert items differs by more than 20 grammes from the weight recorded, it shall amend the CN 65 bill and immediately notify the dispatching office of exchange of the mistake by CN 43 verification note. If the discrep-


I.�2

ancy noted is within the above-mentioned limits the entries made by the dispatching office shall hold good.

3.4 In the absence of a CN 65 bill, the CN 65 bill shall, in appropriate cases, be prepared routinely and the irregularity pointed out to the office of origin by CN 43 note.

4 Items in transit à découvert for which accounts are prepared on the basis of actual weight

4.� If the designated operator of transit requires the transit charges for à décou-vert items to be accounted for on the basis of actual weight, dispatches containing such items shall be accompanied by CN 65 bills, which are attached to the letter bill. The same procedure is used for items in transit à découvert which are excluded from statistical operations and for which accounts are prepared on the basis of the actual weight. If the weight of missent items originating at one and the same office of exchange and contained in a dispatch from that office does not exceed 50 grammes, routine preparation of a CN 65 bill in accordance with 3.4 shall not take place.

4.2 Items posted on board ship on the high seas, prepaid by means of postage stamps of the country whose flag the ship flies or in which it is registered, shall be accompanied by a CN 65 bill when handed over à découvert to the designated operator at an intermediate port of call. If the ship does not have a post office, the items shall be accompanied by a statement of weights which shall serve as a basis for the intermediate designated oper-ator to claim land or sea transit/S.A.L. conveyance charges. The CN 65 bill or statement of weights shall include the weight of the items for each country of destination, the date, and the name and flag of the ship, and be numbered in a consecutive annual series for each ship. These particulars shall be checked by the office to which the items are handed over from the ship.

Commentary208.1.1 The Compendium of Information (Transit) contains information on countries of destination for which the DO of transit is prepared to receive surface/non-priority items in transit, and on prices.S.A.L. items à découvert are covered by art RL 208 when they are reforwarded by surface or S.A.L. Art RL 236 applies when the DO of origin wants the conveyance of S.A.L. items by normal air transport.Information on how the groups of countries should be created and how the transport rates and terminal dues increments should be calculated may be found in chapter VI, section C of the Statistical and Accounting Guide.Items in transit à découvert destined for target system countries may be subject to terminal dues incre-ments, while items destined for transition system countries may not. The presence within the same group of both transition and target system countries would lead to two different transit charge rates for this same group of countries, and hence to accounting problems.It is therefore suggested that transit countries form their own groups (maximum �0) so that each group contains only either target or transition system countries.

208.1.2 The Compendium of Information (Transit) contains information on the system requested by each DO accepting items in transit à découvert. The Statistical and Accounting Guide contains accounting information on each system.


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NotesThe weight of items missent or à découvert and, where applicable, for a specifi c zone, is rounded up to the next 10 grammes for fractions over 5 grammes and down for those below

Groups of countries for which the transit charges are the same Observations

3

CN 65

21

BILLWeight of missent and à découvert items

No.

Mail No.Date of dispatch

Registered

Unregistered

Statistics (during the statistical period)

g

Net weight


Offi ce of exchange destinationSignature


Priority/airmail items Non-priority/surface items

A découvert

Missent

Letter Post – Conv Art 34; RL 208, form

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Article RL 209Transit charges for diverted or missent mails

� Designated operators of transit shall do their utmost to route the mails as specified by the dispatching designated operator. If the mails are nevertheless diverted or missent, transit charges shall be payable to the designated operators participating in the transit conveyance of such mails without article RL 232.7 being applicable. The designated operator of origin may in its turn claim reimbursement from the designated operator whose services made the dispatching error.

Article RL 2�0Airmails and S.A.L. mails in transit by surface

� In the absence of special agreement between the designated operators concerned, airmails and S.A.L. mails conveyed frequently by surface for part of their journey in third countries shall be subject to payment of transit charges.

2 In the case referred to above, the transit charges shall be calculated in accordance with the actual gross weights shown on the CN 38 delivery bills for airmails and on the CN 4� bills and, where appropriate, the CN 36 labels for S.A.L. mails.

Article RL 2��Payment of transit charges for the transport of empty bags

� Transit charges for the transport of empty bags, calculated on the basis of article RL 205, shall be payable by the designated operator owning the bags.

2 The designated operator returning the empty bags shall not be entitled to the reimbursement of costs in its country if the weighted average distance for the transport of empty bags to the border of its country does not exceed 300 km. If the weighted average distance exceeds 300 km the transport charge, but not the handling charge, is paid for the number of km exceeding 300.

3 The transport charge payable for transport within the country returning the bags shall be fixed in the form of a single price per kg. This single price shall include transport charge within the country, between the different offices of exchange and borders. It shall be calculated on the basis of the rates actually paid for conveyance of the mail within the country of destination, but not exceeding the transport charge defined in article RL 205. The weighted average distance shall be calculated by the International Bureau in terms of the gross weight of all the empty bag dispatches sent from the country concerned.

4 Designated operators which claim reimbursement of transport costs shall be obliged to communicate to the International Bureau by � July the data needed for calculating the weighted average distance and remuneration. The International

Letter Post – Conv Art 34; RL 209, 2�0 and 2��

I.�5

Bureau shall communicate the weighted average distance and the remuneration to all designated operators by � October and they shall enter into force from � January of the following year.

Commentary211.1 The principles concerning the return of empty bags appear in art RL 200. According to art RL 200.��, mails containing empty bags are subject to payment of 30% of the transit charges applicable to letter-post mails. Additional provisions in art RL 2�� were introduced by the 2005 POC.

Letter Post – Conv Art 34; RL 2��

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B. Terminaldues.Generalprovisions

Article 27Terminal dues. General provisions

1 Subject to exemptions provided in the Regulations, each designated operator which receives letter-post items from another designated operator shall have the right to collect from the dispatching designated operator a payment for the costs incurred for the international mail received.

2 For the application of the provisions concerning the payment of terminal dues by their designated operators, countries and territories shall be classi-fied in accordance with the lists drawn up for this purpose by Congress in its resolution C 18/2008, as follows:2.1 countries and territories in the target system prior to 2010;2.2 countries and territories in the target system as of 2010 and 2012

(new target system countries);2.3 countries and territories in the transitional system.

3 The provisions of the present Convention concerning the payment of terminal dues are transitional arrangements, moving towards a country-specific payment system at the end of the transition period.

4 Access to domestic services. Direct access4.1 In principle, each designated operator shall make available to the

other designated operators all the rates, terms and conditions offered in its domestic service on conditions identical to those proposed to its national customers. It shall be up to the designated operator of desti-nation to decide whether the terms and conditions of direct access have been met by the designated operator of origin.

4.2 Designated operators of countries in the target system shall make available to other designated operators the rates, terms and condi-tions offered in their domestic service, on conditions identical to those proposed to their national customers.

4.3 Designated operators of new target system countries may opt not to make available to other designated operators the rates, terms and conditions offered in their domestic service on conditions identical to those proposed to their national customers. Those designated operators may, however, opt to make available to a limited number of designated operators the application of domestic conditions, on a reciprocal basis, for a trial period of two years. After that period, they must choose either to cease making available the application of domestic conditions or to continue to make their own domestic condi-tions available to all designated operators. However, if designated operators of new target system countries ask designated operators of target system countries for the application of domestic conditions, they must make available to all designated operators the rates, terms


I.�7

and conditions offered in their domestic service on conditions iden-tical to those proposed to their national customers.

4.4 Designated operators of countries in the transitional system may opt not to make available to other designated operators the application of domestic conditions. They may, however, opt to make available to a limited number of designated operators the application of domestic conditions, on a reciprocal basis, for a trial period of two years. After that period, they must choose either to cease making available the application of domestic conditions or to continue to make their own domestic conditions available to all designated operators.

5 Terminal dues remuneration shall be based on quality of service performance in the country of destination. The Postal Operations Council shall therefore be authorized to supplement the remuneration in articles 28 and 29 to encourage participation in monitoring systems and to reward designated operators for reaching their quality targets. The Postal Operations Council may also fix penalties in case of insufficient quality, but the remuneration shall not be less than the minimum remuneration according to articles 28 and 29.

6 Any designated operator may waive wholly or in part the payment provided for under 1.

7 For M bags, the terminal dues rate to be applied shall be 0.793 SDR per kilogramme. M bags weighing less than 5 kilogrammes shall be considered as weighing 5 kilogrammes for terminal dues payment purposes.

8 For registered items there shall be an additional payment of 0.55 SDR per item for 2010 and 2011 and 0.6 SDR for 2012 and 2013. For insured items, there shall be an additional payment of 1.1 SDR per item for 2010 and 2011 and 1.2 SDR for 2012 and 2013. The Postal Operations Council shall be author-ized to supplement remuneration for these and other supplementary services where the services provided contain additional features to be specified in the Letter Post Regulations.

9 Any designated operator may, by bilateral or multilateral agreement, apply other payment systems for the settlement of terminal dues accounts.

10 Designated operators may exchange non-priority mail on an optional basis by applying a 10% discount to the priority terminal dues rate.

11 Designated operators may exchange format-separated mail on an optional basis at a discounted terminal dues rate.

12 The provisions applicable between designated operators of countries in the target system shall apply to any designated operator of a country in the transitional system which declares that it wishes to join the target system. The Postal Operations Council may set transitional measures in the Letter Post Regulations. The full provisions of the target system may apply to any


I.�8

new target designated operator that declares that it wishes to apply such full provisions without transitional measures.

Commentary27.1 Congress adopted recommendation C 78/�989 and resolutions C 32/2004 and C 37/�999, inviting the governments of Union member countries to allocate the entire revenue derived from terminal dues to their postal service so as to enable the latter both to cover the costs of handling foreign-origin mail and to constitute the reserve funds required for replacing and improving its infrastructure.

27.2 The list of countries and territories in the target system and those entitled to be in the transition system is given in resolution C �8/2008.

27.12 If the DO of a transition system country or new target system country declares that it wishes to be fully bound by the provisions of the target system, the following articles of the Letter Post Regs and Conv will apply to it:– Art 27.4.2 instead of 27.4.3 for the provisions concerning domestic access.– Art 28.2 to 7 instead of 28.8 for calculation of terminal dues. For new target system countries and tran-

sition system countries, �00% of the charge for a domestic 20 gramme priority letter will be applied. The applicable minimum and maximum rates will be those provided for in art 28.6 and 7.

– Art 30.4 instead of 30.5 and 6 concerning the Quality of Service Fund.– Art 2�5, with the exception of para .7, for the link between terminal dues remuneration and quality of

service.


I.�9

Article 28Terminal dues. Provisions applicable to mail flows between designated opera-tors of countries in the target system

1 Payment for letter-post items, including bulk mail but excluding M bags and IBRS items, shall be established on the basis of the application of the rates per item and per kilogramme reflecting the handling costs in the country of destination; these costs must be related to the domestic tariffs. The rates shall be calculated in accordance with the conditions specified in the Letter Post Regulations.

2 Payment for IBRS items shall be as described in the Letter Post Regu-lations.

3 The rates per item and per kilogramme shall be calculated on the basis of a percentage of the charge for a 20-gramme priority letter in the domestic service, which shall be 70% for countries in the target system prior to 2010 and 100% for countries entering the target system from 2010 or 2012 (new target system countries).

4 The Postal Operations Council will conduct a study of the cost of handling inbound mail during 2009 and 2010. If this study reveals a percentage different from the 70% set out under paragraph 3, the POC shall consider whether to change the percentage of the charge for a 20-gramme priority letter for the years 2012 and 2013.

5 From the charge used for the calculation in paragraph 3 above, 50% of the VAT or other taxes shall be excluded for the years 2010 and 2011, and 100% for the years 2012 and 2013.

6 The rates applied for flows between countries in the target system prior to 2010 may not be higher than:6.1 for the year 2010, 0.253 SDR per item and 1.980 SDR per kilogramme;6.2 for the year 2011, 0.263 SDR per item and 2.059 SDR per kilogramme;6.3 for the year 2012, 0.274 SDR per item and 2.141 SDR per kilogramme;6.4 for the year 2013, 0.285 SDR per item and 2.227 SDR per kilogramme.

7 The rates applied for flows between countries in the target system prior to 2010 may not be lower than the rates in 2009, prior to application of the quality of service link. The rates may also not be lower than:7.1 for the year 2010, 0.165 SDR per item and 1.669 SDR per kilogramme;7.2 for the year 2011, 0.169 SDR per item and 1.709 SDR per kilogramme;7.3 for the year 2012, 0.173 SDR per item and 1.750 SDR per kilogramme;7.4 for the year 2013, 0.177 SDR per item and 1.792 SDR per kilogramme.

8 The rates applied for flows to, from or between new target system countries, other than for bulk mail, shall be:


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8.1 for the year 2010: 0.155 SDR per item and 1.562 SDR per kilogramme;8.2 for the year 2011: 0.159 SDR per item and 1.610 SDR per kilogramme;8.3 for the year 2012: 0.164 SDR per item and 1.648 SDR per kilogramme;8.4 for the year 2013: 0.168 SDR per item and 1.702 SDR per kilogramme.

9 The payment for bulk mail shall be established by applying the rates per item and per kilogramme provided for in article 28, paragraphs 3 to 7.

10 For registered or insured items not carrying a barcoded identifier or carrying a barcoded identifier that is not compliant with UPU Technical Standard S10, there shall be a further additional payment of 0.5 SDR per item unless otherwise bilaterally agreed.

11 No reservations may be made to this article, except within the frame-work of a bilateral agreement.

Commentary28.9 The provisions in article 28.9 apply to bulk mail sent from DOs of new target system countries to any DO applying the rates provided in article 28.3 to 7. For bulk mail sent from a DO of a new target country to another DO of a new target country that applies the rates in paragraph 28.8, this rate applies.


I.2�

Article 29Terminal dues. Provisions applicable to mail flows to, from and between designated operators of countries in the transitional system

1 In preparation for the entry into the target system of the designated operators of countries in the terminal dues transitional system, payment for letter-post items, including bulk mail but excluding M bags and IBRS items, shall be established on the basis of yearly increases of 2.8% on the adjusted 2009 rates, using the worldwide average of 14.64 items per kilogramme.

2 Payment for IBRS items shall be as described in the Letter Post Regu-lations.

3 The rates applied for flows to, from and between countries in the tran-sitional system shall be:3.1 for the year 2010: 0.155 SDR per item and 1.562 SDR per kilogramme;3.2 for the year 2011: 0.159 SDR per item and 1.610 SDR per kilogramme;3.3 for the year 2012: 0.164 SDR per item and 1.648 SDR per kilogramme;3.4 for the year 2013: 0.168 SDR per item and 1.702 SDR per kilogramme.

4 For flows below 100 tonnes a year, the per kilogramme and per item components shall be converted into a total rate per kilogramme on the basis of a worldwide average of 14.64 items per kilogramme. The following rates shall apply:4.1 for the year 2010: 3.831 SDR per kilogramme;4.2 for the year 2011: 3.938 SDR per kilogramme;4.3 for the year 2012: 4.049 SDR per kilogramme;4.4 for the year 2013: 4.162 SDR per kilogramme.

5 For mail flows over 100 tonnes per year, the flat rate per kilogramme listed above shall be applied if neither the origin designated operator nor the destination designated operator requests the revision mechanism in order to revise the rate on the basis of the actual number of items per kilogramme, rather than the worldwide average. The sampling for the revision mechanism shall be applied in accordance with the conditions specified in the Letter Post Regulations.

6 The downward revision of the total rate in paragraph 4 may not be invoked by a country in the target system against a country in the transitional system unless the latter asks for a revision in the opposite direction.

7 The payment for bulk mail to designated operators of countries in the target system shall be established by applying the rates per item and per kilo-gramme provided for in article 28. For bulk mail received, designated operators in the transitional system may request payment according to paragraph 3.

8 No reservations may be made to this article, except within the frame-work of a bilateral agreement.


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Article RL 2�2Voluntary membership of the target system by transition system member coun-tries

� For the purposes of article 27.�2, of the Convention, any member country in the transition system may declare its voluntary accession to the target system. The designated operator of the country wishing to join shall send the International Bureau an official declaration to this effect, no later than � June of the year prior to that in which it wishes to join the target system. The International Bureau shall notify the countries of the target system within 30 days of receiving this declara-tion.

2 In its declaration, the designated operator of the acceding member country shall undertake to effect all statistical, accounting and other operations involved in participation in the target system with effect from � January of the following year.

3 Before sending its declaration, or along with it, the designated operator of the member country wishing to accede shall send the International Bureau the rate for a 20-gramme priority letter in effect in its domestic service. Before � July of the year of accession, the International Bureau shall inform target-system countries and the designated operator of the acceding country of the per item and per kilo-gramme rates payable to the acceding member country with effect from � January of the following year.

4 All provisions linked to the target system, including the notification period for the charge for a 20-gramme priority letter in the domestic service, shall apply to the acceding member country from � January of the year in which its member-ship of the target system comes into effect.

Article RL 2�3Direct access to domestic services

� All designated operators of Union countries shall communicate to the Inter-national Bureau the applicable conditions for direct access to their domestic serv-ices, including information on contact persons (Key Account Managers), services, products and charges, operational and financial requirements, as well as Internet links to websites providing further information. The designated operators shall see to it that any changes in their charges and other conditions which have an impact on direct access are communicated to the International Bureau before they enter into force.

2 On the basis of the information furnished, the International Bureau shall publish a direct access database on the UPU website and send it to the partici-pating designated operators on CD-ROM. The International Bureau shall update the database periodically. An operational guide shall also be made available to participants by the International Bureau.

Letter Post – Conv Art 29; RL 2�2 and 2�3

I.23

3 Designated operators of countries and territories joining the target system from 20�0 or 20�2 shall notify the International Bureau as to whether or not they opt to make direct access available to other designated operators, as provided for in article 27.4.3 of the Convention. A designated operator opting for the two-year trial period shall, at the end of this period, notify the International Bureau of its decision either to cease making direct access available or to make it available to all designated operators on a non-discriminatory basis. The International Bureau should also be informed of any future request for direct access by the designated operator of a new target country to a target country designated operator. Pursuant to article 27.4.3, this implies the obligation to make direct access available to all designated operators. The International Bureau will update the direct access data-base accordingly.

4 Designated operators of countries and territories in the transition system shall notify the International Bureau as to whether they opt to make direct access available to other designated operators, as provided for in article 27.4.4 of the Convention. A designated operator opting for the two-year trial period shall, at the end of this period, notify the International Bureau of its decision either to cease making direct access available or to make it available to all designated operators on a non-discriminatory basis. The International Bureau shall update the direct access database accordingly.

5 Designated operators willing to use the direct access offer of another desig-nated operator should contact the latter to obtain the latest valid information and to agree bilaterally on any outstanding issues before starting service.

Commentary213.5 The 2005 POC decided to allow the gradual implementation of direct access to facilitate participa-tion in the system by as many countries as possible.

Article RL 2�4Calculation of the rates of terminal dues for countries applying article 28.3 to 7 of the Convention

� The payment of terminal dues between designated operators of countries in the target system shall be based on the charge for a 20-gramme letter, as provided for in article RL �28, in the domestic service in force on � June of the year preceding the calendar year to which the terminal dues rates apply. In principle the priority service will be used as the basis. The above charge will be used for calculating terminal dues rates for countries applying the provisions of article 28.3 to 7 of the Convention.

2 On the basis of this charge, expressed in local currency, which shall be notified to the International Bureau by � June, the International Bureau shall annually convert the value notified into a rate per item and a rate per kilogramme, expressed in SDR. To calculate the rates in SDR the International Bureau shall use the average monthly exchange rate of the period from � January to 3� May of the


I.24

year preceding the terminal dues reference year. The resultant rates shall be noti-fied by circular no later than � July.

3 If no charge has been communicated to the International Bureau by � June, the charge used for the calculation for the previous year for the designated operator concerned shall apply. If the calculation is made for the first time for the designated operator concerned, the rates provided for in article 28.7 of the Convention shall apply.

4 Notwithstanding the provisions set out under 2 and 3, the International Bureau must be informed of any reduction in the charge for a 20-gramme letter in the domestic service by the designated operator concerned.

5 The new rates calculated on the basis of this article shall come into effect on � January and remain in force for the entire calendar year.

Commentary214 For the calculation of the 20�0 terminal dues rates using the tariff for a 20-gramme priority letter in the domestic service, the following steps are followed:� The applicable percentage of the charge for a 20-gramme priority letter in the domestic service for

20�0 is 70% (art. 28.3).2 To calculate the rate per kg, use the formula: the applicable percentage (70%) of the 20-gramme tariff

in SDR is multiplied by the result of the minimum rate per kg (�.669 in SDR, art 28.7) divided by the minimum rate for a 20-gramme letter (this latter value, as calculated in 3 below, is 0.�98 SDR).

3 To calculate the minimum rate for a 20-gramme item, use the following formula: use the minimum rate per kg (�.669 in SDR), multiply this value by 0.02 and add the minimum SDR rate per item (0.�65, art 28.7). The resulting value is 0.�98 SDR.

4 To calculate the rate per item, use the following formula: take the applicable percentage (70%) of the 20-gramme tariff in SDR minus the calculated rate per kg (as calculated in 2) multiplied by 0.02.

5 Compare the calculated rate per item and per kg with the maximum and minimum values in art 28.6 and 28.7.

If the rate per item is below 0.�65 SDR, the rate to be used will be 0.�65 SDR. If it is higher than 0.253 SDR, the rate to be used is 0.253 SDR. The calculation will be rounded to three decimal places.

If the rate per kg is below �.669 SDR, the rate to be used will be �.669 SDR. If it is higher than �.980 SDR, the rate to be used is �.980 SDR. For final values, all rates are rounded to three decimal places.

Article RL 2�5Quality of service linked terminal dues remuneration between designated operators of countries in the target system

� Terminal dues remuneration between designated operators of countries in the target system shall be based on quality of service performance of the desig-nated operators of the country of destination.

2 Participation in a UPU-agreed system for quality of service measurement of the inward flow in the country of destination, for the link between terminal dues and quality of service, is voluntary. If the designated operator of a country of origin does not participate in the measurement of the outward flow, the designated operator of the country of destination shall be entitled to quality of service adjusted terminal dues, but shall not receive less than �00% of the base terminal dues rates (terminal dues rates without any incentive or adjustment for quality of service performance).


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If a designated operator of a country or territory of destination does not put in place a UPU-agreed system for quality-of-service measurement of the inward flow, it shall receive �00% of the base terminal dues rates.

3 Designated operators participating in a UPU-agreed quality of service meas-urement system for the link between terminal dues and quality of service shall, as an incentive, receive a terminal dues increase of 2.5% for their whole inward letter mail flow. If the quality of service target fixed is met for the calendar year in ques-tion, the designated operators concerned shall be entitled to an additional 2.5% increase.

4 Subject to the minimum rates provided in articles 28.7 and 8 of the Conven-tion, designated operators shall be subject to a penalty if the quality targets fixed have not been met. This penalty shall be �/3% of the terminal dues remuneration for each percent under the performance target. The penalty shall in no case exceed 5%. Owing to the 2.5% incentive for participation, the maximum penalty shall not lead to remuneration lower than 97.5% of the base terminal dues rates.

5 Provisional quality of service linked terminal dues rates shall be calculated by the International Bureau and notified by circular no later than � July of each year. The provisional rates shall come into effect on � January of the following year and shall remain in force for the entire calendar year. The provisional terminal dues rates shall be calculated in accordance with article RL 2�4 but shall, in addition, include an incentive and an adjustment based on the quality of service results of the previous calendar year.

6 Final quality of service linked terminal dues rates shall be calculated by the International Bureau following the publication of the final quality of service results relating to the calendar year in question. The final quality of service linked terminal dues rates shall be notified by International Bureau circular no later than � May of the year following the calendar year in question and shall replace the provisional terminal dues rates previously issued for that calendar year.

7 Designated operators of countries joining the target system in 20�0 and in 20�2 shall apply the provisions of article 27.5 of the Convention and of paragraphs � to 4 above no later than the third year after joining the target system. During the first two years after joining the target system, they may benefit from the following transitional arrangements:7.� They may decide not to apply the provisions of article 27.5 of the Conven-

tion and of paragraphs � to 4 above, meaning that they may decide not to participate in a quality of service measurement system. This decision shall have no effect on their payable and receivable terminal dues rates.

7.2 They may decide to participate in a UPU-agreed quality measurement system without effect on their payable and receivable terminal dues rates.

7.3 They may decide to apply the provisions of article 27.5 of the Convention and of paragraphs � to 4 above concerning incentives and penalties, from either the first year or second year after joining the target system.

Letter Post – Conv Art 29; RL 2�5

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8 The Postal Operations Council shall fix the annual quality of service standards and targets based on standards applicable in the domestic service with respect to comparable items and conditions.

Commentary215.1 to 4 The quality of service link to terminal dues went into effect on � January 2005 and applies to the terminal dues rates of all participants in the quality of service link system from that date.The basic information on how the quality-of-service link remuneration rules should apply to the calcula-tions of terminal dues adjusted for quality of service is provided below. The quality of service performance calculation is based on the fulfilment of domestic delivery standards against quality of service performance targets approved by the POC. Those targets are as follows:– In 2005, the target for all participants in the target system was set at 85%, except for Spain and Greece,

which had their targets set at 75%.– In 2006, the target for all participants in the target system was set at 85%, except for Spain and Greece,


which had their targets set at 8�%.– In 2008, the target for all participants in the target system was set at 88%, except for Spain and Greece,


which had their targets set at 84%.– In 20�0, the target for all participants in the target system was set at 88%, except for Greece, which

had its target set at 85%.For additional conditions, please refer to the following POC resolutions:– resolution CEP 2/2003;– resolution CEP 4/2005;– resolution CEP 4/2006;– resolution CEP 5/2006;– resolution CEP 8/2007;– resolution CEP �/2009.Adjustmentofterminalduesratesbasedonactualqualityofserviceperformance–description,formulaandexamplesofthecalculationofqualityofservice-adjustedterminalduesratesThe principles for calculating the adjustment of terminal dues rates for quality of service performance were agreed by the POC in 2005 and updated in 2005. Those principles are as follows:If the target is achieved, the quality-of-service link participant shall have its base terminal dues rates (�00% of the rates calculated as described in the commentary relating to art RL 2�4) increased by 5%.This increase comprises a 2.5% incentive for participation in the quality of service link and a 2.5% bonus for target achievement.If the target is not achieved, the quality-of-service-link participant shall have its base terminal dues rates multiplied by a “terminal dues adjustment percentage”, which results from the application of the 2.5% incentive for participation in the quality of service link and of the penalty factor, corresponding to one third of a percent (�/3% or 0.3333%) reduction for each �% below the performance target.The penalty factor shall be applied such that the reduction shall not be greater than 5% (the minimum “terminal dues adjustment percentage” applicable being 97.5% of the base terminal dues rates). Further-more, no quality of service link participant shall receive less than the terminal dues floor rates.Examples of the calculation and application of the “terminal dues adjustment percentage” involving the use of cap and floor rates and 20�0 quality of service targets and terminal dues rates.Example A: Participant with base terminal dues rates at the cap, 88% target and 86% actual quality of service performance. “Terminal dues adjustment percentage” = �00% + 2.5% – (88% – 86%) x 0.3333% = �0�.83%.The quality of service-adjusted terminal dues rates would be:– per item = �0�.83% x 0.253 SDR = 0.258 SDR;– per kg = �0�.83% x �.980 SDR = 2.0�6 SDR.Example B: Participant with base terminal dues rates at the floor, 88% target and 78% actual quality of service performance. “Terminal dues adjustment percentage” = �00% + 2.5% – (88% – 78%) x 0.3333% = 99.�7%.


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The quality of service-adjusted terminal dues rates would be:– per item = 99.�7% x 0.�65 SDR = 0.�64 SDR;– per kg = 99.�7% x �.669 SDR = �.655 SDR.In this example, the terminal dues rates shall be set at 0.�65 SDR per item and �.669 SDR per kg, since the quality of service-adjusted rates cannot be lower than the floor rates.

215.5 Provisional terminal dues rates. The IB will publish, by � July of the year Y – �, an IB circular with the provisional rates to be applied to the calendar year Y. The provisional terminal dues rates applicable at year Y are calculated based on the 20-gramme domestic letter tariffs valid at � June of the year Y – �. The quality of service performance results relating to the year Y – 2 (or the latest agreed available data) shall be applied to adjust the terminal dues rates for quality performance.

215.6 Final rates. The IB will publish an IB circular with the final terminal dues rates for the year Y on � May of the year Y + �. The basis for these calculations are the tariffs of year Y – � and the quality of service results for the year Y.

Article RL 2�6Quality of service linked terminal dues remuneration applicable to mail flows to, from and between designated operators of countries in the transition system

� Designated operators of countries in the transition system may choose to base their terminal dues remunerations on quality of service performance and participate in a UPU-agreed quality of service measurement system. The provisions of article RL 2�5 shall also apply to them. Nevertheless, the terminal dues payable for mail to and from such countries shall not be lower than the terminal dues rates in article 29.3 or 4 of the Convention.

2 Designated operators of countries in the transition system may participate in a UPU-agreed quality of service measurement system without being obliged to apply the provisions of article RL 2�5.2 to 4, concerning incentives and penal-ties.

Commentary216.1 For transition system countries participating in a UPU-approved monitoring system, the incentive payments will normally be added to the terminal dues rates shown in art 29.3 and 29.4.The same rule will apply to mail that the country in the transition system sends to countries in the target system and to other transition system countries participating in the monitoring system.For transition countries and territories having opted to link their terminal dues to quality of service, the following targets are applicable:– Brazil: 2007: 78%; 2008: 80%; 2009: 8�%; 20�0: 75%;– Malta: 2007: 8�%; 2008: 83%; 2009: 84%; 20�0: 85%;– Ukraine: 2007: 78%; 2008: 80; 2009: 8�%; 20�0: 75%;– Jamaica: 2007: 86%; 2008: 88%; 2009: 88%; 20�0: 85%;– Latvia: 2006: 85%; 2007: 86%; 2008: 88%; 2009: 88%; 20�0: 85%.The IB shall publish revised final and provisional rates in an IB circular, as required in RL 2�4.� and 2 and RL 2�5.5 and 6. The details to be contained in these circulars will be similar to those set out for members of the target system.


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Article RL 2�7Mechanism for revising the rates of terminal dues

� A designated operator sending or receiving flows of more than �00 tonnes of mail a year (excluding M bags) may ask the corresponding designated operator for the application of the revision mechanism described below for determining the new rate of terminal dues suited to their traffic. This request may be made at any time during the year subject to the following conditions:�.� when a designated operator in the target system establishes that the

average number of items received from a designated operator in the tran-sition system is higher than �7;

�.2 when a designated operator in the transition system establishes that the average number of items sent to another designated operator is lower than �2;

�.2.� if the designated operator in the transition system requests the application of the revision mechanism under �.2 for a flow to a designated operator in the target system, the latter can request the application of the mechanism also in the opposite direction when the other conditions for downward revision are fulfilled;

�.3 when a designated operator in the transition system establishes that the average number of items received from another designated operator is higher than �7;

�.4 when a designated operator requests the application of the revision mechanism for a flow of more than �00 tonnes a year, the corresponding designated operator may do likewise even if the flow in the other direction is less than �00 tonnes a year, when the other conditions for upward or downward revision are fulfilled.

�.5 when a designated operator establishes that the average number of items (IPK) received from, or dispatched to, another designated operator has changed by more than 20% from the original IPK used to establish a revised rate per kilogramme under a previous application of the revision mechanism.

2 The revision mechanism shall consist in carrying out a special statistical count to calculate the average number of items per kilogramme, in accordance with the procedures set out in articles RL 223 and 225.

3 The designated operator intending to apply the revision mechanism shall so notify the corresponding designated operator at least three months in advance.

4 The request shall be supported by statistical data showing that the average number of items per kilogramme of the flow concerned deviates from the world average. These statistical data shall be obtained from a sampling of at least six observation days over a period of one month.

5 While respecting the time limit provided for under 3, the statistical period shall commence at the beginning of a quarterly accounting period. The new rate shall take effect from this moment and shall remain in force for at least one year


I.29

and until such time as a new revision is requested by one or other of the designated operators concerned under the terms of article 29 of the Convention.

6 If the results of the statistical count confirm the finding of the designated operator requesting the revision mechanism, the latter shall be entitled to apply to the traffic in question the new terminal dues rate, calculated in SDR as follows: rate per kilogramme = (Average number of items per kilogramme x rate per item provided for in article 29.3) + rate per kilogramme provided for in article 29.3.

7 In cases where the average number of items per kilogramme resulting from this revision falls between �2 and �7, the rate provided for in article 29.4 of the Convention shall apply to the traffic in question. In addition, sampling for items per kilogramme shall cease if the average number of items per kilogramme falls between �2 and �7, until such time as the conditions for sampling have been satis-fied and sampling has been reactivated.

Commentary217.1 The 2004 Bucharest Congress lowered the threshold from �50 tonnes to �00 tonnes and fixed a range of between �3 and �7 items per kg (IPK) on the basis of the worldwide average of �5.2� IPK (this range had been between �4 and 2� IPK, based on the worldwide figure predating the �994 Seoul Congress).The 2008 POC reduced the lower limit to �2 following the outcome of a study on flows which showed a global IPK of �4.64.

Article RL 2�8Request for payment specific to bulk mail

� The designated operator of destination shall be authorized to request the application of the payment specific to bulk mail when it establishes:�.� the receipt, in the same mail, or in one day when several mails are made

up per day, of �,500 or more items posted by the same sender;�.2 the receipt, in a period of two weeks, of 5,000 or more items posted by the

same sender.

2 The designated operator of destination that wishes to apply the payment specific to bulk mail shall notify the designated operator of origin within two weeks of its receipt of the first instance of bulk mail. This notification shall be sent by fax or electronic means to the special address provided for in article RL 23�and it shall contain the dispatch number, date of dispatch, origin office of exchange, destination office of exchange and a photocopy of a sample of the mail pieces in question.2.� Except for the cases provided for under 3 and 4, specific payment shall

not come into force until three months from the receipt of such notification from the designated operator of destination. Such specific payment shall only apply to bulk mails dispatched after the expiry of the three month notification period.

2.2 Receipt of bulk mails under 2.� shall be established by the designated oper-ator of destination in accordance with the provisions of article RL �93.6.


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3 Notwithstanding the provisions under 2.�, the designated operator of desti-nation shall be authorized to apply with immediate effect the payment specific to bulk mail when it establishes:3.� the receipt, in the same mail, or in one day when several mails are made

up per day, of 3,000 or more items posted by the same sender;3.2 the receipt, in a period of two weeks, of �0,000 or more items posted by

the same sender.

4 The designated operator of destination that wishes to apply the payment specific to bulk mail with immediate effect shall notify the designated operator of origin within three working days of the receipt of the bulk mail. This notification shall be in the form of a verification note specifying the dispatch number, date of dispatch, origin office of exchange, destination office of exchange and a photocopy of a sample of the mail pieces in question, sent by fax or electronic means to the special address provided for in article RL 23�.

5 Once the designated operator of destination has requested the applica-tion of the specific payment for bulk mail, within three months the designated operator of origin may request the application of the specific payment to all bulk mail it dispatches to that designated operator, unless the original request by the designated operator of destination is withdrawn.

6 Termination of specific payment for bulk mail invoked under 5 must be noti-fied by the designated operator of origin three months in advance of termination or be decided by mutual consent.

Commentary218.1 Prot Art RL II.6bis: “Notwithstanding article RL �24.8.�, Greece reserves the right to regard as “bulk mail” the receipt, in the same mail or in one day when several mails are made up per day, of �50 items posted by the same sender as well as the receipt, in a period of two weeks, of �,000 or more items posted by the same sender.”

Article RL 2�9Closed mails exchanged with military units

� It shall be the responsibility of the designated operators of countries to which military units, warships or military aircraft belong to settle direct with the designated operators concerned the transit charges and terminal dues arising from the mails sent by those military units, ships or aircraft.

2 If these mails are redirected, the redirecting designated operator shall report the fact to the designated operator of the country to which the military unit, ship or aircraft belongs.


I.3�

C. Samplingoperations

Article RL 220General principles for statistical sampling and estimation of the number of items per kilogramme

� The following principles shall apply to all types of mail flow sampling that are required for the purposes of payment of terminal dues based on per item and per kilogramme charges (e.g. sampling related to the revision mechanism, exchanges between designated operators in the target system).�.� Both sampling and estimation of the average number of items per kilo-

gramme shall reflect the composition of the mail. As the composition of the mail varies with transportation mode, container type, time of year (month), and day of week, the sample of the mail shall reflect these vari-ations and resemble, as closely as is practical, the entire mail flow. Like-wise, the method of estimation shall also reflect these variations.

�.2 The statistical sampling program shall be designed to achieve a target statistical precision of ± 5% with 95% confidence and on estimate of IPK of the average number of items per kilogramme and of the number of items exchanged between designated operators.

�.2.� This target statistical precision defines a goal that all designated operators which conduct sampling should attempt to achieve through their designs. It does not define a minimum precision requirement.

�.3 The design of the sampling programme, the selection of the samples, the method of collecting data and the estimation process shall conform to generally accepted principles of mathematical statistics, probability sampling theory, and design of statistical surveys.

�.4 Within the constraints of these principles, each designated operator has sufficient flexibility to adapt the design of its sampling programme to the attributes of its mail flow and its resource constraints. However, each designated operator must notify the corresponding designated operator of its design decisions, including estimation approach, in advance of the observation period.

Commentary220 After each Congress, the IB prepares a guide for adms’ use designed to facilitate the work of staff responsible for transit charges and terminal dues operations. This guide is called the “Statistical and Accounting Guide”.

Article RL 22�Statistical counts for exchanges of mail between designated operators of countries in the target system

� For exchanges of mail between designated operators of countries in the target system a statistical count shall be carried out. However, to avoid sampling costs for small exchanges, the average number of items per kilogramme between designated operators of countries in the target system shall be applied for mail

Letter Post – Conv Art 29; RL 220 and 22�

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flows below a certain threshold, unless one or both designated operators concerned insist on sampling to know the exact number of items per kilogramme in one or both directions. The POC shall fix the threshold and the average number of items per kilogramme to be applied.

2 The statistical count shall conform to the principles set forth in article RL 220. The observation days shall be spread as uniformly as possible over the working days of the week (only working days for the office of exchange concerned shall be taken into consideration) and shall reflect modes of transportation used for the entire mail flow. The statistical count shall consist of at least 48 days of observa-tion per year of sampling with four days per month. Within an observation day, designated operators may employ subsampling, if it is not feasible to conduct a complete count of all the mail received during the day concerned.2.� As an alternative to sampling on a specified set of days, designated oper-

ators may instead employ continuous sampling, in which a systematic sample of receptacles is selected for testing throughout the observation period. The designated operators concerned shall agree on the statistical forms to be used.

3 Estimation of the annual number of items3.� The annual number of items shall be the weighted average of the numbers

of items computed separately for each transportation mode and month or quarter. It shall be computed as follows:

3.�.� The average number of items per kilogramme obtained by sampling a given transportation mode over a given month or quarter shall be multiplied by the total weight of mail for that transportation mode and month or quarter, the aim being to estimate the total number of items for that transportation mode and month or quarter.

3.�.2 The estimates of the total number of items per transportation mode and month or quarter shall be added together to calculate the estimated annual number of items.

3.�.3 For continuous sampling, designated operators may substitute day for month or quarter in the procedure under 3.� and 3.�.2.

4 Each designated operator must notify the corresponding designated oper-ator of its sampling programme design decisions, including estimation approach, at least two months in advance of the observation period. Nevertheless, the receiving designated operator shall not be required to notify the dispatching designated operator in advance as to the observation days or mail receptacles that are chosen to be sampled.

5 Where the sampling of items per kilogramme has not been performed or the results have not been made known within five months after the end of the fourth quarter, the other designated operator shall have the right to submit its own sampling results for the missing data. The statistical sampling and estimation shall conform to the principles set forth in article RL 220, except that a target precision of ± 7.5%, instead of ± 5%, shall apply. If no data are available, the lower of the

Letter Post – Conv Art 29; RL 22�

I.33

last agreed average number of items per kilogramme or the average number of items per kilogramme agreed for target member country flows shall be used.

Commentary221.1 In resolution CEP 6/2003, the POC stipulated that if one or both countries do not insist on sampling to know the exact number of items per kilogramme in one or both directions in industrialized country exchanges:– the recommended threshold to avoid sampling costs between industrialized countries shall be 50 t;– the average number of items per kilogramme between industrialized countries to apply to mail flows

below this threshold shall be �4.84, unless another number is chosen by common agreement between the two countries;

– DOs that currently sample and wish to cease sampling on one or more of their particular flows must notify the corresponding DO(s) at least two months in advance of the year in question in accordance with arts RL 222 and 223 of the Letter Post Regulations.

Resolution POC 6/2003:– determined that the recommended threshold to avoid sampling costs between industrialized countries

shall be 50 tonnes;– that IC countries which receive the cap rate should consider a threshold of 30 tonnes according to

the analysis conducted;– the average IPK number should be �4.84 unless another number is agreed upon by both countries.Resolution CEP 7/2007:– decided that for 2008 and 2009 there would be no change in the recommended threshold for

sampling;– that target system countries which receive the cap rate should continue to apply a threshold of

30 tonnes;– the average IPK number should be �3.84 for 2008 and 2009 unless another number is agreed upon

by both countries.In the IB’s view, as a specific IPK has not yet been set for new target system DOs, it would be appropriate to use the average IPK of �4.64 for mail flows from, to and between the new target system DOs in the 20�0–20�3 cycle, unless another value is agreed between the DOs concerned.

Prot Article RL XVIStatistical counts for exchanges of mail between designated operators of countries in the target system

� Notwithstanding article RL 22�.2, Canada is authorized to apply a minimum of 24 days of observation per year of sampling.

Article RL 222Alternative approach for statistical counts for exchanges of mail between desig-nated operators of countries in the target system

� For those exchanges between designated operators of countries in the target system where letter trays and/or flat tubs are exchanged, designated operators may take steps to develop estimates of items based upon receptacle type. The statistical count shall conform to the principles set forth in article RL 220. Obser-vation days shall be spread as uniformly as possible over the working days of the week (only working days for the office of exchange concerned shall be taken into consideration) and shall reflect modes of transportation used for the entire mail flow. The statistical count shall consist of at least 48 days of observation per year of sampling with four days per month. Within an observation day, designated opera-

Letter Post – Conv Art 29; RL 22�; Prot Art RL XVI; RL 222

I.34

tors may employ subsampling, if it is not feasible to conduct a complete count of all the mail received during the day concerned.�.� As an alternative to sampling on a specified set of days, designated oper-

ators may instead employ continuous sampling, in which a systematic sample of receptacles is selected for testing throughout the observation period. The designated operators concerned shall agree on the statistical forms to be used.

2 Estimation of the annual number of items2.� The annual number of items shall be the weighted average of the numbers

of items computed separately for each receptacle type and transportation mode. It shall be computed as follows:

2.�.� The average number of items per kilogramme obtained by sampling a given receptacle type and transportation mode, shall be multiplied by the total weight of mail for that receptacle type and transportation mode, the aim being to estimate the total number of items for that receptacle type and transportation mode.

2.�.2 The estimates of the total number of items per receptacle type and trans-portation mode shall be added together to calculate the estimated annual number of items.

3 Designated operators shall indicate the weight of mail sent by receptacle type (e.g. weight in letter trays, weight in flat tubs, weight in bags, etc.) on duly modified forms, and provide receptacle information by electronic data interchange (EDI), if possible.

4 Each designated operator must notify the corresponding designated oper-ator of its sampling programme design decisions, including estimation approach, at least two months in advance of the observation period. Nevertheless, the receiving designated operator shall not be required to notify the dispatching designated operator in advance as to the observation days or mail receptacles that are chosen to be sampled.

5 Where the sampling of items per kilogramme has not been performed or the results have not been made known within five months after the end of the fourth quarter, the other designated operator shall have the right to submit its own sampling results for the missing data. The statistical sampling and estimation shall conform to the principles set forth in article RL 220, except that a target precision of ± 7.5%, instead of ± 5%, shall apply. If no data are available, the lower of the last agreed average number of items per kilogramme or the average number of items per kilogramme agreed for target member country flows shall be used.

Article RL 223Special statistical count for the application of the revision mechanism

� To apply the revision mechanism, in the absence of a special arrangement, such as a mutual agreement to use the UPU average number of items per kilo-


I.35

gramme in mail flows from transitional to target member countries from the latest UPU flow study, a statistical count shall be carried out on the basis of a sampling of the flow in question.�.� The sampling shall reflect the composition of the mail, and shall conform

to the principles set forth in article RL 220. The statistical count shall include at least 24 days of observation within the twelve-month period to which it refers. On an observation day, designated operators may employ subsampling, if it is not feasible to conduct a complete count of all the mail received during the day concerned.

�.�.� As an alternative to sampling on a specified set of days, designated oper-ators may instead employ continuous sampling, in which a systematic sample of receptacles is selected for testing throughout the observation period. The designated operators concerned shall agree on the statistical forms to be used.

�.2 The observation days shall be spread as uniformly as possible over the working days of the week (only working days for the office of exchange concerned shall be taken into consideration) and the modes of transporta-tion over the entire mail flow. They shall be chosen on a yearly, quarterly or monthly basis as shown below:

�.2.� yearly basis: at least 24 observation days in a twelve-month period; each working day of the week shall be observed at least once per quarter;

�.2.2 quarterly basis: at least six observation days in the quarter; each working day of the week shall be observed at least once, with the same procedure repeated the three following quarters;

�.2.3 monthly basis: 24 observation days in one month or; failing that, all the working days for that month; the statistical count shall take place during May in odd years and October in even years.

2 Estimation of the average number of items per kilogramme2.� In the case of sampling on a yearly or quarterly basis, the average annual

number of items per kilogramme shall be the weighted average of the average numbers of items per kilogramme computed separately for each transportation mode and month. It shall be computed as follows:

2.�.� The average number of items per kilogramme, obtained by sampling a given transportation mode over a given month, shall be multiplied by the total weight of mail for that transportation mode and month, the aim being to estimate the total number of items for that transportation mode and month.

2.�.2 The sum of the estimations of the total number of items for each trans-portation mode and month shall be divided by the total annual weight of mail.

2.�.3 As an alternative, designated operators may substitute either day or quarter for month in the procedure under 2.�.� and 2.�.2.

2.2 In the case of sampling on a monthly basis, the average annual number of items per kilogramme shall be the weighted average of the average numbers of items per kilogramme computed separately for each transpor-tation mode. It shall be computed as follows:


I.36

2.2.� The average number of items per kilogramme, obtained by sampling a given transportation mode, shall be multiplied by the total weight of mail for that transportation mode and month or quarter, the aim being to esti-mate the total number of items for that transportation mode and month or quarter.

2.2.2 The sum of the estimations of the monthly or quarterly total number of items for each transportation mode shall be divided by the annual total weight of mail.

3 The designated operator requesting application of the revision mechanism shall choose the statistical system to be applied, including the estimation approach and shall notify the corresponding designated operator thereof so that the latter can take any necessary control measures. Alternatively, the designated operator requesting application of the revision mechanism may agree with the corresponding designated operator to apply the UPU average number of items per kilogramme in mail flows from transitional to target countries from the latest UPU flow study.

4 The designated operator requesting application of the revision mechanism shall not be required to provide notification in advance of the observation days that it has chosen.


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D. Preparation,transmissionandacceptanceofstatements,billsandaccountsrelatingtotransitchargesandterminaldues

Article RL 224Preparation, transmission and acceptance of CN 53 and CN 54 bills for exchanges of mail between designated operators of countries in the target system

� Preparation, transmission and acceptance of CN 53 and CN 54 bills�.� For statistical counts for exchanges of mail between designated opera-

tors of countries in the target system in accordance with articles RL 22� and 222, the office of exchange of the receiving designated operator shall enter, for each receptacle that is sampled, the receptacle type, the number and weight of items that it contains, the related number of items per kilo-gramme (IPK), and the receptacle barcode on a CN 53 bill. Separate CN 53 bills shall be prepared for each transportation mode (air, S.A.L., surface) and receptacle type.

�.2 From the CN 53 bills, the receiving designated operator shall prepare a CN 54 recapitulative statement that summarizes the CN 53 bills by recep-tacle type, transportation mode (air, S.A.L., surface) and month for a calendar quarter.

�.3 The CN 54 recapitulative statement, accompanied by the CN 53 forms, shall be sent to the other designated operator concerned each quarter not later than five months after receipt of the last mail included in the statis-tics. In addition to hard copies, these CN 53 and CN 54 statements shall be provided, whenever possible, in standardized electronic format, and preferably in a commonly used spreadsheet format.

�.4 If the dispatching designated operator received the CN 53 and CN 54 in hardcopy, and has made no comment within three months of the trans-mission of the CN 54 recapitulative statement, the latter shall be regarded as fully accepted.

�.5 If the dispatching designated operator received the CN 53 and CN 54 in the standardized electronic format, and has made no comment within two months of the transmission of the CN 54 recapitulative statement, the latter shall be regarded as fully accepted.

2 Preparation, transmission and acceptance of CN 54bis recapitulative statements

2.� From the accepted CN 54 and CN 56 recapitulative statements, the receiving designated operator shall prepare a CN 54bis annual statement consolidating the data concerning the mails sampled by transportation mode and quarter and on which is calculated the annual number of items per kilogramme for the year in question.

2.2 The CN 54bis annual statement shall be sent to the other designated operator concerned not later than one month after the acceptance of the CN 54 and CN 56 recapitulative statements concerning the fourth quarter. In addition to hard copies, the CN 54bis shall be provided, whenever possible, in standardized electronic format.


I.38

2.3 If the dispatching designated operator received the CN 54bis, and has made no comment within one month of the transmission of the CN 54bis annual statement, the latter shall be regarded as fully accepted.

3 In cases where the dispatching designated operator has carried out control statistics, the receiving country’s data shall be regarded as valid if they differ by �0% or less from those of the other designated operator.3.� If there is a difference of more than �0%, the designated operators

concerned shall agree on the values to be used for settling terminal dues by taking into account the precision of the statistical systems used by each designated operator.

4 If the two parties cannot agree about application of this article, the desig-nated operator may resort to the arbitration procedure in article �32 of the General Regulations.

Commentary224.2.1 For the model of form CN 55, see art RL 226.224.2.2 For the model of form CN 56, see art RL 226.


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Dispatching designated operator STATEMENT BY MAILNumber of items and weight of receptaclesDate

Date of sampling

Mail receivedDesignated operator of destination


Information on mailTotal number of receptaclesin mail Total weight of mail

gkg

Observations


By airmailBy S.A.L.By surfaceNon-priority

PriorityMail dispatched

Dispatching offi ce Mail No.

1

2

3

4

5

6

7

8

9

10

11

12

13

14

Total

Offi ce of exchange preparing the formSignature

CN 53

Total number of receptacles sampled during day of sampling

Total weight of receptacles sampled during day of sampling

gkg

Number of items Gross weight

kg g

kg g

Total number of receptaclesreceived2 or dispatched2 during day of sampling

Total weight of receptaclesreceived2 or dispatched2 during day of sampling

1 BG = bags CN = container PU = letter tray GU = fl at tubs 2 Cross out where not applicable

Ser

ial N

o. Contents of receptaclesRecep-tacle type1

Observations UPU standard S1 barcodeIPK

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rof

item

spe

r kg

(IP

K)3

CN

54b

isR

evis

ion

mec

hani

smE

xcha

nge

bet

wee

n co

untr

ies

in t

he t

arg

et s

yste

m

Num

ber

of it

ems

(IPK

) xac

tual

wei

ght

Num

ber

of it

ems

(IPK

) xac

tual

wei

ght

Num

ber

of it

ems

(IPK

) xac

tual

wei

ght

A. E

stim

ated

mo

nthl

y nu

mb

er o

f ite

ms1

Act

ual

wei

ght2

Act

ual

wei

ght2

Ave

rage

nu

mbe

rof

item

spe

r kg

(IP

K)3

Ave

rage

nu

mbe

rof

item

spe

r kg

(IP

K)3

Non

-prio

rity/

surfa

ceN

umbe

rof

item

s (IP

K) x

actu

alw

eigh

t

Ave

rage

nu

mbe

rof

item

spe

r kg

(IP

K)3

Act

ual

wei

ght2

ag

fe

dc

bh

1 Th

e de

sign

ated

ope

rato

r m

ust c

hoos

e th

e es

timat

ion

met

hod

to b

e us

ed (m

onth

ly o

r qu

arte

rly)

2 To

be

take

n fro

m a

ccep

ted

CN

55

or C

N 5

6 fo

rms,

as

the

case

may

be

3 To

be

take

n fro

m C

N 5

4 fo

rms


I.42

CN

54b

is (B

ack)

Qua

rter

Prio

rity/

Air

Prio

rity/

surfa

ceS

.A.L

.

Act

ual

wei

ght2

Ave

rage

nu

mbe

rof

item

spe

r kg

(IP

K)3

Num

ber

of it

ems

(IPK

) xac

tual

wei

ght

Num

ber

of it

ems

(IPK

) xac

tual

wei

ght

Num

ber

of it

ems

(IPK

) xac

tual

wei

ght

B. E

stim

ated

qua

rter

ly n

umb

er o

f ite

ms1

Act

ual

wei

ght2

Act

ual

wei

ght2

Ave

rage

nu

mbe

rof

item

spe

r kg

(IP

K)3

Ave

rage

nu

mbe

rof

item

spe

r kg

(IP

K)3

Non

-prio

rity/

surfa

ceN

umbe

rof

item

s (IP

K) x

actu

alw

eigh

t

Ave

rage

nu

mbe

rof

item

spe

r kg

(IP

K)3

Act

ual

wei

ght2

ag

fe

dc

bh

Gra

nd to

tal

1 Th

e de

sign

ated

ope

rato

r m

ust c

hoos

e th

e es

timat

ion

met

hod

to b

e us

ed (m

onth

ly o

r qu

arte

rly)

2 To

be

take

n fro

m a

ccep

ted

CN

55

or C

N 5

6 fo

rms,

as

the

case

may

be

3 To

be

take

n fro

m C

N 5

4 fo

rms

4 To

be

indi

cate

d on

ly if

revi

sion

mec

hani

sm is

app

lied

Prio

rity/

Non

-prio

rity

–A

ir/S

.A.L

./S

urfa

ceO

bser

vatio

ns

kg

Tota

l wei

ght (

a +

c +

e +

g)

Tota

l num

ber

of it

ems

(b +

d +

f +

h)

Ann

ual

resu

lts

SD

R/k

gA

vera

ge n

umbe

r of

item

s pe

r kg

Term

inal

due

s ra

te4

Des

igna

ted

oper

ator

pre

parin

g th

e st

atem

ent

Pla

ce a

nd s

igna

ture

See

n an

d ac

cept

ed b

y th

e de

sign

ated

ope

rato

rP

lace

, dat

e an

d si

gnat

ure


I.43

Article RL 225Preparation, transmission and acceptance of CN 53 and CN 54 bills for the revi-sion mechanism

� Preparation, transmission and acceptance of CN 53 and CN 54 bills�.� During the observation days, the office of exchange of the designated

operator requesting application of the revision mechanism shall enter, for each mail sampled, the number and weight of the items on a CN 53 bill.

�.2 From the CN 53 bills, the designated operator that requested the special statistical count shall prepare a CN 54 recapitulative statement consoli-dating the data concerning the mails sampled by transportation mode and month for a calendar quarter.

�.3 The CN 54 recapitulative statement, accompanied by the CN 53 forms, shall be sent to the other designated operator concerned after each quarter and/or at the end of the sampling period not later than one month after the dispatch or receipt of the last mail included in the statistics. In addition to hard copies these CN 53 and CN 54 bills shall be provided, whenever possible, in standardized electronic format.

�.4 If the other designated operator concerned received the CN 53 and CN 54 in hardcopy, and has made no comment within three months of the date of transmission of the CN 54 recapitulative statement, the latter shall be regarded as fully accepted.

�.5 If the other designated operator concerned received the CN 53 and CN 54 in the standardized electronic format, and has made no comment within two months of the transmission of the CN 54 recapitulative statement, the latter shall be regarded as fully accepted.

2 Preparation, transmission and acceptance of CN 54bis recapitulative statements

2.� From the accepted CN 54 and CN 56 recapitulative statements, the desig-nated operator that requested the special statistical count shall prepare a CN 54bis annual statement consolidating the data concerning the mails sampled by transportation mode and quarter.

2.2 From the CN 54bis annual statement, the designated operator that requested the statistical count shall calculate the average number of items per kilogramme and, in case of application of the revision mechanism, the new rate of terminal dues by application of the formula set forth in article RL 2�7.6.

2.3 The CN 54bis recapitulative annual statement shall be sent to the other designated operator concerned not later than one month after the accept-ance of the CN 54 and CN 56 recapitulative statements concerning the fourth quarter. In addition to hard copies, the CN 54bis shall be provided, whenever possible, in standardized electronic format.

2.4 If the other designated operator concerned received the CN 54bis, and has made no comment within one month of the transmission of the CN 54bis annual statement, the latter shall be regarded as fully accepted.


I.44

3 In cases where the other designated operator concerned has carried out a control statistical count, the data established by the designated operator that requested application of the revision mechanism shall be regarded as valid if they do not differ by more than �0% from those established by the other designated operator.3.� If there is a difference of more than �0%, the designated operators

concerned shall agree on the values to be used for settling the terminal dues, taking into account the precision of the statistical systems used by each designated operator.

4 In the event of disagreement between the two parties about the application of the revision mechanism, the designated operators may resort to the arbitration procedure provided for in article �32 of the General Regulations.

Article RL 226Preparation of CN 55 and CN 56 statements of mails

� After receipt of the last mail of every month, the office of exchange of desti-nation shall prepare, by type of mail and by dispatching office of exchange, from the particulars on the CN 3� letter bills, a CN 55 statement of mails. In cases where designated operators have bilaterally agreed to record the number of receptacles and weight by format on the CN 3� letter bill, the CN 55 form shall indicate the weight of the mails by format. A CN 55 statement shall also be prepared, by type of transit mail and by office of posting and office of destination, in accordance with the particulars contained in the CN 37 and CN 4� delivery bills. It shall then send these statements to its central administration.

2 For each designated operator of the country of origin of the mails, the designated operator of the country of destination and the designated operator of transit shall prepare quarterly, from the particulars on the CN 55 statements, by type of mail, by office of origin, by office of destination and, where appropriate, by forwarding route, a CN 56 recapitulative statement of mails. The CN 55 and CN 56 forms shall list the full six-character International Mail Processing Centre (IMPC) codes of the offices of origin and destination.

3 The CN 55 statements shall be sent to the designated operator of the country of origin in support of the CN 56 recapitulative statements. After their accept-ance, that designated operator shall return a copy to the designated operator that prepared the statement.

Commentary226.2 The CN 56 summary statement of mails may be prepared for each route if the DO of origin of the mails has mentioned the route or routes on the CN 3� letter bill in the “Transit designated operator(s)” box and if the CN 55 forms have also been prepared for each route.


I.45

Des

igna

ted

oper

ator

of d

estin

atio

nO

ffi ce

of e

xcha

nge

of d

estin

atio

nTr

ansi

t des

igna

ted

oper

ator

(s)

Dis

patc

hing

offi

ce o

f exc

hang

eD

ispa

tchi

ng d

esig

nate

d op

erat

or

gkg

gkg

gkg

gkg

gkg

C

Sum

mar

y o

f C

N 3

1 an

d/o

r C

N 3

2 le

tter

bill

s

CN

55

STA

TE

ME

NT

OF

MA

ILS

Des

igna

ted

oper

ator

pre

parin

g th

e fo

rm

Dat

e Prio

rity

Non

-prio

rity

By

airm

ail

By

S.A

.L.

By

surfa

ceYe

arM

onth

Dat

e of

dis

patc

hM

ail N

o.

Wei

ght –

M

ail s

ubje

ct

to te

rmin

al

dues

M b

ags

Wei

ght

of b

ags

up to

5 k

g

Num

ber

of b

ags

up to

5 k

g

Wei

ght

of b

ags

over

5 k

g

Bul

k m

ail

Wei

ght

Num

ber

of it

ems

Wei

ght

of m

ails

of

em

pty

rece

ptac

les

Num

ber

of re

gist

ered

ite

ms

Num

ber

of in

sure

dite

ms

Wei

ght

of m

ails

in

tran

sit1

Obs

er-

vatio

ns

12

37

89

1011

1213

15g

kg5

6

Wei

ght

of

M b

ags

AD

EF

GH

IJ

K

Wei

ght s

ubje

ct to

term

inal

due

s

Bag

s up

to 5

kg

Act

ual w

eigh

tkg

O =

C +

EB

ags

over

5 k

g

Tota

l

kg kg kg

L =

D x

5

M =

E

N =

L +

M

Offi

ce o

f des

tinat

ion

Pla

ce a

nd s

igna

ture

1 S

um o

f col

umns

3 +

4 +

5 +

7 +

8

Tota

ls

Lett

er P

ost,

24th

Con

gres

s 20

08, a

rt R

L 22

6.1

– S

ize

297

x 21

0 m

m

Forw

ardi

ng

rout

e us

ed

for

tran

sit

14g

kgWei

ght –

M

ail e

xem

pt

from

term

inal

dues

4

B


I.46

Year

Firs

t qua

rter

Sum

mar

y o

f C

N 5

5 st

atem

ents

Tran

sit d

esig

nate

d op

erat

or(s

)D

esig

nate

d op

erat

or o

f des

tinat

ion

CN

56

RE

CA

PIT

ULA

TIV

E S

TAT

EM

EN

T O

F M

AIL

SD

esig

nate

d op

erat

or p

repa

ring

the

form

Dat

e

Prio

rity

Non

-prio

rity

By

airm

ail

By

S.A

.L.

By

surfa

ceD

ispa

tchi

ng d

esig

nate

d op

erat

or

Offi

ce

of o

rigin

Offi

ceof

des

tinat

ion

Mai

l –

Wei

ght s

ubje

ct

to te

rmin

aldu

es

M b

ags

Wei

ght

subj

ect t

o te

rmin

al d

ues

Act

ual w

eigh

t

g

Bul

k m

ail

Wei

ght

Num

ber

of it

ems

Wei

ght

of m

ails

of

em

pty

rece

ptac

les

Num

ber

of re

gist

ered

item

s

Num

ber

of in

sure

dite

ms

Wei

ght

of m

ails

in tr

ansi

tO

bser

vatio

ns

12

36

78

910

1113

kgg

kgg

kgg

kg4

5g

kg

Des

igna

ted

oper

ator

of d

estin

atio

n or

of t

rans

itP

lace

and

sig

natu

re

Firs

t mon

th

Sec

ond

quar

ter

Sec

ond

mon

th

gkg S

een

and

acce

pted

by

desi

gnat

ed o

pera

tor

of o

rigin

Pla

ce, d

ate

and

sign

atur

e

Tota

l to

be e

nter

ed o

n C

N 5

4bis

,ac

tual

wei

ght f

or m

onth

2

Lett

er P

ost,

24th

Con

gres

s 20

08, a

rt R

L 22

6.1

– S

ize

297

x 21

0 m

m

Mon

th w

ithin

qua

rter

1

Third

qua

rter

Four

th q

uart

er

1 In

dica

te m

onth

with

in th

e qu

arte

r an

d to

tal m

onth

ly w

eigh

t acr

oss

all o

ffi ce

s of

exc

hang

e on

ly if

mon

thly

est

imat

es (n

ot q

uart

erly

) for

the

aver

age

num

ber

of it

ems

per

kg (i

pk) a

pply.

2 If

mon

thly

est

imat

es o

f ipk

do

not a

pply,

ent

er to

tal w

eigh

t on

the

last

row

rega

rdin

g th

e C

N 6

1 to

tal.

3 E

nter

qua

rter

ly to

tal i

f thi

rd m

onth

.

Third

mon

th

Tota

l to

be e

nter

ed o

n C

N 6

1de

taile

d ac

coun

t and

, whe

reap

prop

riate

, on

CN

62

deta

iled

acco

unt 3

Forw

ardi

ng

rout

e us

ed

for

tran

sit

12


I.47

Article RL 227Transmission and acceptance of CN 55 and CN 56 statements of mails

� The CN 56 recapitulative statement shall be sent in duplicate to the desig-nated operators of origin of the mails within five months at the latest after the end of the quarter to which it relates.

2 After accepting it, the designated operator of origin of the mails shall return one copy to the designated operator which prepared it. If the designated operator concerned has not received any notice of amendment within three months of the date of dispatch, it shall regard it as fully accepted. If verification reveals any discrepancies, the corrected CN 55 statement shall be attached in support of the duly amended and accepted CN 56 recapitulative statement. If the designated operator of destination of the mails disputes the amendments made to the CN 55 statement, the designated operator of origin shall confirm the actual data by sending photocopies of the CN 3� forms drawn up by the office of origin upon dispatch of the disputed mails.

3 Designated operators may agree that the CN 55 and CN 56 statements shall be prepared by the designated operator of origin of the mails. In this case, the acceptance procedure provided for under � and 2 shall be adapted accordingly.

Commentary227.3 Under this provision, DOs which have concluded reciprocal agreements can expedite settlement of accounts relating to transit charges and terminal dues.

Article RL 228Accounting for bulk mail

� When the designated operator of origin has opted to send bulk mails in accordance with article RL 2�8.5, the CN 55 statements prepared by the office of exchange of destination shall also include bulk mail, on the basis of the data on the CN 32 letter bills.�.� The data regarding bulk mail shall be used for the quarterly preparation of

the CN 56 recapitulative statements.�.2 In cases where the data concerning bulk mail on the CN 55 statements

differ, the designated operator of origin shall transmit photocopies of the CN 32 letter bills regarding the disputed mails.

2 When the designated operator of destination has applied the specific payment for bulk mail in accordance with article RL 2�8.�, the procedures under �.� and �.2 shall apply.2.� When the CN 56 recapitulative statements are prepared, the designated

operator of destination shall prepare a CN 57 account from the CN 32 letter bills transmitted to the designated operator of origin of the mails in accordance with article RL �93.6.�.3. The designated operator of origin may refuse to check and accept any CN 57 account which has not been presented within six months after the quarter concerned.


I.48

2.2 The CN 57 account shall be accepted and settled by the designated oper-ator of origin within six weeks after it is prepared.

2.3 The CN 57 accounts settled by the designated operator of origin of the mails shall be the subject of a CN 58 recapitulative statement. The amount on the CN 58 statement shall be deducted from the CN 6� detailed account. A copy of the CN 58 form shall be attached to the CN 6� detailed account.

3 Designated operators may agree bilaterally to alternative forms and accounting procedures for bulk items.

Commentary228.2.3 For the model of the CN 6� form, see art RL 230.

Prot Article RL XVIIAccounting for bulk mail

� Notwithstanding article RL 228.2.2, accounts submitted to the designated operators of Australia, Canada and the United States of America shall not be consid-ered accepted, nor shall payment be due, until six weeks after those accounts are received, unless the accounts are received within seven days of the date they are prepared by the creditor designated operator.

Letter Post – Conv Art 29; RL 228; Prot Art RL XVII

I.49

Lett

er P

ost,

24th

Con

gres

s 20

08, a

rt R

L 22

8.2.

1 –

Siz

e 21

0 x

148

mm

CN

57

AC

CO

UN

TB

ulk

mai

l rec

eive

dD

ate

Des

igna

ted

oper

ator

of d

estin

atio

n

Dis

patc

hing

des

igna

ted

oper

ator

Offi

ce o

f des

tinat

ion

Dis

patc

hing

offi

ce

Mai

l No.

No

tes

Ple

ase

sett

le th

is a

mou

nt w

ithin

six

wee

ks o

f the

dat

e of

this

acc

ount

Sen

der

Nam

e an

d ad

dres

s

Aut

horiz

atio

n nu

mbe

r

Obs

erva

tions

Info

rmat

ion

abou

t bu

lk m

ail

Dat

e of

rece

ipt

Num

ber

of it

ems

Gro

ss w

eigh

tA

mou

nt d

ueO

bser

vatio

ns

See

n an

d ac

cept

ed b

y di

spat

chin

g de

sign

ated

ope

rato

rP

lace

, dat

e an

d si

gnat

ure

Des

igna

ted

oper

ator

of d

estin

atio

nS

igna

ture

Tran

sit d

esig

nate

d op

erat

or(s

)

Flig

ht N

o./T

rain

No.

/Nam

e of

shi

p

gkg


I.50


RECAPITULATIVE STATEMENTTerminal dues accountsfor bulk mail

CN 58

Date



Summary of CN 57 accounts

Date of CN 57 accounts Dispatching offi ce Receiving offi ce Amounts paid

SDR

TotalDesignated operator of destinationPlace, date and signature

Seen and accepted by the dispatching designated operatorPlace, date and signature


I.5�

Article RL 229Accounting for mail intended for direct access to the domestic system

� The costs concerning mail intended for direct access to the domestic system shall be billed by the designated operator of destination by means of mutually agreed accounting forms.

2 The accounts shall be settled by the designated operator of origin within the period set by the designated operator of destination of the mail. This period shall not be less favourable than that set by the designated operator in question for its domestic customers. The designated operator of destination shall also choose the currency of payment in accordance with the provisions of article RL 250.�.

3 In cases where the data concerning mail intended for direct access to the domestic system entered on the accounting statements differ, the designated operator of origin shall transmit photocopies of the accounting forms that had accompanied the disputed mails.

Article RL 230Preparation, transmission and approval of transit charges and terminal dues accounts

� The creditor designated operator shall be responsible for preparing the accounts and forwarding them to the debtor designated operator. However, the forwarding of accounts shall be required even when the balance is less than the minimum provided for this purpose in article RL 232.7 and 8.

2 The detailed accounts shall be prepared as follows:2.� Transit charges. On a CN 62 form, on the basis of the total weight of the

categories of mail as appears from the CN 56 recapitulative statements.2.2 Terminal dues. On a CN 6� form, on the basis of the difference between the

amounts to be brought to account based on the weights of mail received and dispatched for each category of mail as appear from the CN 56 reca-pitulative statements and the CN �9 accounts.

3 The CN 62 and CN 6� detailed accounts shall be sent in duplicate to the debtor designated operator as soon as possible after the end of the year to which they refer.

4 The debtor designated operator shall not be obliged to accept detailed accounts that are not sent to it within �2 months of the end of the year con-cerned.

5 If the designated operator sending the detailed account receives no notice of amendment within three months of the date of dispatch the account shall be regarded as fully accepted. The forms shall be transmitted electronically or, if this means is not available, sent as registered items. If the date on the letter accom-


I.52

panying the forms differs from the date of receipt by more than two weeks, the receiving country shall have the right to inform the dispatching designated operator that the period of three months mentioned above commences only after the date of receipt.

6 As an exceptional measure, supplementary detailed accounts may be sent to the debtor designated operator only if they complement accounts already submitted for the year in question. The conditions in 4 and 5 shall apply to them.

7 Designated operators may agree to settle terminal dues accounts for surface mails and for airmails separately. In this case, the designated operators concerned shall determine the procedures for preparing, accepting and settling such accounts.


I.53

CN 61

Year of account


Date

DETAILED ACCOUNTTerminal dues

A Mail fl ow with countries in the transitional system1 Mail received/dispatched (data from CN 56 and CN 19 forms – give weights in kg only)

Weight Priority/Non-priority – LC/AO Weight of M bags Bulk mail

Qua

rter

Priority –Weight

kgkgkg

Mailreceived

Non-priority –

kg

Total

kg kg

Total

kg

Maildis-patched

Total

Annual total

Annual total

Total

IBRS items(to be deducted)

Mail received(by category)

Total amount (SDR)

Mail dispatched(by category)

SDR (art. 29.4)

Weight of mail subject to 2 Terminal dues

x rate

Totals (SDR)

Total amount (SDR)

kg kg

SDR

DA

H = A + B + C + D + E + F + G

SDR (art. 29.4) SDR

x rate

Totals (SDR)

E G

I

revision mechanism1

0.793SDR (art. 29.3)

B

kg kg

Weightof M bags

Bulk mailNumber of items

SDR

0.793SDR (art. 29.3)

F

P = I + J + K + L + M + N + O


C

Number of items

Numberof register-ed items

Weight

Numberof registered items

SDR SDR (art. 27.8) SDR (art. 27.8)

J K L M N O

SDR SDR SDR (art. 27.8) SDR (art. 27.8)


world average rate

Numberof insured items

kg kg kg kg kg kg kg

kg kg kg kg

Sur fa ce S.A.L.

Non-priority –

Sur fa ce S.A.L.kg kg

kg kg


1st

2nd

3rd

4th


1st

2nd

3rd

4th


By airmail By airmail

Priority –


I.54

C Summary

Terminal dues for mail dispatched

To be received

Total amount (SDR) Difference (SDR)

V = H – U or F – U

X = P – W or L – W

Y = V – X1 To be taken from CN 58 forms

Seen and accepted by debtor designated operatorPlace, date and signature


W

UH (section A) or F (section B)

P (section A) or L (section B)

CN 57 accounts settled (SDR)1

B Mail fl ow between countries in the target system1 Mail received/dispatched (data from CN 56 and CN 54bis forms – give weights in kg only)

Annual total

Mail received(by category)

Total amount (SDR)

kg

2 Terminal dues (IBRS mail data from CN 19 forms)

x rate

Totals (SDR)

Total amount (SDR)F = A + B + C + D + E

x rate

Totals (SDR)G I

0.793B C D

0.793H

L = G + H + I + J + K

E

Terminal dues for mail received

A

kg

SDRSDR

SDR SDR

J K

LC/AO Priority Non-priority Weightof M bags

Numberof registered items

Numberof insured itemsWeight IPK Number of items

Mail dispatched(by category)

Total


TotalSDR SDR (art. 27.8) SDR (art. 27.8)

SDR SDR (art. 27.8) SDR (art. 27.8)

kg kg

CN 61 (Back)

Weight Priority/Non-priority – LC/AO Weight of M bagsQ

uart

er

Priority –

kgkg

1st

2nd

3rd

4th

Mailreceived

Non-priority –

kg

Total

kg kg

Total

kg

Annual total

Numberof registered itemsSurface S.A.L.

Non-priority – Sur fa ce S.A.L.

kg kg

Maildis-patched

kg kg kgkg kg kgkg kg

1st

2nd

3rd

4th



By airmailPriority –By airmail


I.55

CN 62DETAILED ACCOUNTTransit charges – Surface mailDate Year of account



Summary of CN 56 statements

Designated operatorof destination of mails

Quarterly weight of mails or empty bag mails Forwarding route Land and/or sea transit

charges per kg1 Amount in SDR

1 2 3 4SDRkg

1st

2nd

3rd

4th

1st

2nd

3rd

4th

1st

2nd

3rd

4th

Annual total

Annual total

Total

+ amount from overleaf

Total amount receivableSeen and accepted by debtor designated operatorPlace, date and signature

Creditor designated operator Signature

Annual total

Increase of 10% on the total amountfor transit à découvert and missent items


5 = 2*4SDR


Surface mail Closed mail

Missent items

A découvertEmpty bags

1 Art. 205 – Closed mails; art. 208 – Mail à découvert;art. 211 – Empty bags


I.56

To be entered overleaf

CN 62 (Back)Summary of CN 56 statements

Designated operator of destination of mails

1 2 3 4SDRkg

1st

2nd

3rd

4th

1st

2nd

3rd

4th

Annual total

5 = 2*4SDRkg

1st

2nd

3rd

4th

Annual total

1st

2nd

3rd

4th

Annual total

1st

2nd

3rd

4th

Annual total

Annual total

Quarterly weight of mails or empty bag mails Forwarding route Land and/or sea transit

charges per kg1 Amount in SDR

1 Art. 205 – Closed mails; art. 208 – Mail à découvert;art. 211 – Empty bags


I.57

Article RL 23�Special address for the transmission of forms concerning transit charges and terminal dues

� Each designated operator shall notify other designated operators, through the International Bureau, of the special address, which may also include an e-mail address, to which all the forms entering into consideration for the settlement of transit charges and terminal dues (CN 43, CN 54, CN 54bis, CN 56, CN 57, CN 58, CN 6�, CN 62, CN 63 and CN 64) must be sent.

Commentary231.1 This information is published in the Letter Post Compendium.

Article RL 232Acceptance of transit charges and terminal dues accounts

� When no provisional payment has been made, payments of transit charges and terminal dues may only be made on the basis of the CN 6� and CN 62 detailed accounts, on which the preferred type of payment shall be indicated.

2 If provisional payment has been made, as soon as the CN 6� and CN 62 detailed accounts between the designated operators are accepted or regarded as fully accepted, the creditor designated operator shall prepare separate CN 63 and CN 64 statements in duplicate for transit charges and for terminal dues respec-tively.

3 If necessary, the CN 63 or CN 64 statements shall be sent in duplicate to the designated operator concerned by the quickest route (surface or air). If, within one month of the date of dispatch of these statements, the designated operator which prepared them has received no objection from the designated operator concerned, the statements shall be regarded as fully accepted.

4 Any amendments to CN 63 or CN 64 statements made by the debtor desig-nated operator must be accompanied by the supporting CN 6� or CN 62 detailed accounts.

5 For flows between a designated operator contributing to the Quality of Service Fund and designated operator benefiting from the Fund, the latter desig-nated operator shall send the organization responsible for billing the amounts due in respect of the Quality of Service Fund a copy of the CN 6� detailed accounts or, as appropriate, a copy of the CN 64 statements accepted or regarded as fully accepted. That organization shall not be obliged to accept CN 64 statements and CN 6� detailed accounts received more than six months after their acceptance. In the event of failure to comply with the deadline for transmitting CN 6� and CN 64 documents:5.� a designated operator which has already received an instalment under the

head of QSF expedited billing shall be required to reimburse it, complete

Letter Post – Conv Art 29; RL 23� and 232

I.58

with interest collected, to the contributing country in question through the organization responsible for billing;

5.2 a designated operator which has not requested an instalment shall forfeit the right to the QSF funds with the contributing country concerned, for the year in question.

6 In the case provided for under 3, the statements shall be endorsed “Aucune observation de l’opérateur désigné débiteur n’est parvenue dans le délai réglemen-taire” (No comment received from debtor designated operator within the prescribed period).

7 The debtor designated operator shall be exempted from payment of transit charges when the annual balance does not exceed �63.35 SDR. This annual balance of less than �63.35 SDR shall be included in the balance of the following year by the creditor designated operator.

8 The debtor designated operator shall be exempted from payment of terminal dues when the annual balance does not exceed 326.70 SDR. This annual balance of less than 326.70 SDR shall be included in the balance of the following year by the creditor designated operator.

9 Settlements may be made in accordance with the provisions of articles RL 247 and RL 248.

Commentary232.5 The POC has selected the IB to bill the amounts in respect of the QSF.


I.59

Carried forward from the CN 62 detailed account

STATEMENTTransit chargesDate


NotesStatement showing the balance of the CN 62 detailed account

Sums due

provisional fi nal


Corresponding designated operatorDesignated operator preparing the statement

SDR SDR

Provisional payment made

Paying designated operator


Totals

Deduction

BalanceAdditional information




Carried forward from the CN 63 of the previous year


I.60

STATEMENTTerminal duesDate


NotesStatement showing the balance of the CN 61 detailed accounts

Sums due

provisional fi nal


Corresponding designated operatorDesignated operator preparing the statement

Carried forwardfrom the CN 61detailed account

SDR SDR

Provisional payment made

Paying designated operator


Totals

Deduction

Balance




Amount subject to QSF payments carried forward from CN 61 (art. 30 of Convention and RL 234 of Letter Post Regulations)1

SDR


No observation was received from the debtor designated operator within the regulation period


Carried forward from the CN 64 of the previous year

1 Benefi ciary designated operators in the transition system shall give the total amount relating to fl ows from contributing designated operators mentioned in boxes 2A + 2B or 2I + 2J, section A, of the CN 61 statements. Benefi ciary designated operators in the target system shall give the total amount relating to fl ows from contributing designated operators mentioned in boxes 2A + 2B or 2G + 2H, section B, of the CN 61 statements.


I.6�

Article RL 233Provisional payments of transit charges and terminal dues

� Creditor designated operators may claim provisional payments in respect of transit charges and terminal dues. The provisional payments for one year shall be calculated on the basis of the weights and statistical results (where applicable) of mail used for the final settlements of the previous year. The debtor designated operator shall not be obligated to accept provisional payment accounts received after 30 June. Should the previous year’s account not yet be settled, the provisional payments shall be calculated on the basis of the duly accepted CN 56 recapitulative statements for the last four quarters and the corresponding, duly accepted CN 54 recapitulative statements of items (where applicable). The provisional payments in respect of a year shall be made no later than the end of July of that year. The provisional payments shall then be adjusted as soon as the final accounts of the year are accepted or regarded as fully accepted.

2 The CN 63 or CN 64 statements concerning the provisional payments laid down in � shall be sent by the creditor designated operator to the debtor desig-nated operator in the second calendar quarter of the year to which they relate.

3 If a creditor designated operator is in a “net debtor” position with relation to other accounts accepted between two designated operators, the debtor designated operator may offset outstanding accepted debts against the provisional payment. If the outstanding debt is greater than the requested provisional payment, the debtor designated operator shall not be required to make the terminal dues provisional payment for that year. The creditor designated operator may also request that the debtor designated operator apply the provisional payment to outstanding debts between the two designated operators.


I.62

Article 30Quality of Service Fund

1 Terminal dues payable by all countries and territories to the coun-tries classified by Congress as group 5 countries for terminal dues and the Quality of Service Fund (QSF), except for M bags, IBRS items and bulk mail items, shall be increased by 20% of the rates given in article 29 for payment into the Quality of Service Fund (QSF) for improving the quality of service in group 5 countries. There shall be no such payment from one group 5 country to another group 5 country.

2 Terminal dues, except for M bags, IBRS items and bulk mail items, payable by countries and territories classified by Congress as group 1 coun-tries to the countries classified by Congress as group 4 countries shall be increased by 10% of the rates given in article 29, for payment into the QSF for improving the quality of service in group 4 countries.

3 As of 1 January 2012, terminal dues, except in respect of M bags, IBRS items and bulk mail items, payable by countries and territories classified by Congress as group 2 countries to the countries classified by Congress as group 4 countries shall be increased by 10% of the rates given in article 29, for payment into the QSF for improving the quality of service in group 4 coun-tries.

4 Terminal dues, except in respect of M bags, IBRS items and bulk mail items, payable by countries and territories classified by Congress as group 1 countries which were in the target system prior to 2010 to the countries classified by Congress as group 3 countries shall be increased by 8% of the rates given in article 29, for payment into the QSF for improving the quality of service in group 3 countries.

5 Terminal dues, except in respect of M bags, IBRS items and bulk mail items, payable by countries and territories classified by Congress as group 1 countries which will join the target system in 2010 to the countries classified by Congress as group 3 countries shall be increased by 4% of the rates given in article 29, for payment into the QSF for improving the quality of service in group 3 countries.

6 As of 1 January 2012, terminal dues, except in respect of M bags, IBRS items and bulk mail items, payable by countries and territories classified by Congress as group 2 countries to the countries classified by Congress as group 3 countries shall be increased by 4% of the rates given in article 29, for payment into the QSF for improving the quality of service in group 3 coun-tries.

7 Terminal dues, except in respect of M bags, IBRS items and bulk mail items, payable by countries and territories classified by Congress as group 1 countries to the countries classified by Congress as group 2 countries which


I.63

benefited from an 8% increase prior to 2010, shall be increased in 2010 and 2011 by 4% of the rates given in article 29, and in 2012 and 2013 by 2% of the rates given in article 28.8, for payment into the QSF for improving the quality of service in group 2 countries.

8 Terminal dues, except in respect of M bags, IBRS items and bulk mail items, payable by countries and territories classified by Congress as group 1 countries to the countries classified by Congress as group 2 countries which benefited from a 1% increase prior to 2010 shall be increased in 2010 and 2011 by 1% of the rates given in article 29, for payment into the QSF for improving the quality of service in group 2 countries.

9 The combined terminal dues payable into the QSF for improving the quality of service of countries in groups 2, 3, 4 and 5 shall be subject to a minimum of 12,565 SDR per annum for each beneficiary country. The addi-tional funds needed for reaching this minimum amount shall be invoiced, in proportion to the volumes exchanged, to the countries in the target system prior to 2010.

10 Regional projects should in particular promote the implementation of UPU quality of service improvement programmes and the introduction of cost accounting systems in developing countries. The Postal Operations Council shall adopt, in 2010 at the latest, procedures for financing these projects.

Commentary30 The QSF is governed by statutes (Deed of Trust) approved by the POC. The QSF is managed by a nine-member Board of Trustees elected by the POC.The lists of countries in each group appeared in Annex � to resolution C �8/2008.

Article RL 234Payment of amounts due into the Fund to finance improving quality of service in the developing countries

� On the basis of the CN 64 statements or the CN 6� detailed accounts accepted or regarded as fully accepted which have been sent to it, the organiza-tion responsible for billing shall prepare CN 64bis statements for the designated operators of contributor countries. These statements shall contain the following information:�.� the names of the designated operators of developing countries to which

the data relate;�.2 the SDR amount subject to the increases specified in article 30 of the

Convention;�.3 the total amount to be paid by the designated operator concerned.

2 A CN 64bis statement shall be sent by the quickest route (air or surface) for approval to each designated operator concerned. If, within one month of the date of dispatch of the statement, no comment has been received by the organiza-


I.64

tion responsible for billing, the amount of that statement shall be regarded as fully accepted.

3 On the basis of the information provided in the CN 64 statements, the Quality of Service Fund Secretariat shall calculate the additional amount owed by each country in the target system prior to 20�0 to the countries in the transition system not reaching the minimum of �2,565 SDR, as set out in article 30.9 of the Conven-tion, in proportion to the volumes sent to the beneficiary designated operator.

4 The invoice for the additional amount indicated in 3 shall be accompanied by a CN 64ter statement, containing the following information:4.� the names of the designated operators of developing countries to which

the data relate;4.2 the reference year;4.3 the additional amount (in SDR) needed to reach the minimum of �2,565

SDR specified in article 30.9 of the Convention;4.4 the share of this additional amount (expressed as a percentage) owed

by the designated operator concerned, in proportion to the mail volumes exchanged;

4.5 the amount to be paid by the designated operator concerned.

5 The amounts of the CN 64bis and CN 64ter statements may be settled through the clearing system of the International Bureau.

Commentary234.1 The IB is currently responsible for billing.


I.65

SDR

DETAILED STATEMENTQuality of Service Fund




Date

CN 64bis

Reference year of CN 64 statement Amount due

SDR

Corresponding designated operator

Total

Registered offi ce of issuing organization


Date of acceptance of CN 64 statement1

Amount subjectto increase

1 No date of acceptance means the debtor designated operator has not made a remark within the regulation period (art RL 234.2)

%


I.66

DETAILED STATEMENTQuality of Service FundDate

CN 64terRegistered offi ce of issuing organization

NotesStatement showing the calculation of the additional amount provided in Convention article 30.9



Corresponding designated operator Reference yearAdditional amount needed according to article 30.9

Share of the additional amount (%)

Additional amount due

SDR SDR

Total

QSF amount due according to CN64bis

SDR


I.67

CN 64ter (Back)

Note for the calculation of the additional amounts, to be included in the CN 64ter statement by the billing organization

1 Based on the information provided in form CN 64bis, the billing organization calculates the amount to be paid into the Quality of Service Fund (QSF) in favour of the benefi ciary designated operators X, Y and Z:Example: In a given year, designated operator X receives 9,000 SDR, Y receives 10,000 SDR and Z receives 7,000 SDR as total QSF amounts from fi ve contributors: three designated operators in the target system prior to 2010 (A, B and C), and two new target system designated operators (D and E).

2 The differences between the minimum amount of 12,565 SDR and the amounts calculated in 1 are 3,565 SDR, 2,565 SDR and 5.565 SDR for X, Y and Z respectively. These amounts will be invoiced by the billing organization to the designated operators A, B and C proportionally to the mail volume sent by each of them to those benefi ciaries.

3 The billing organization calculates the percentage of participation of each of A, B and C in the additional amounts, based on the volumes of mail sent to each of the benefi ciaries X, Y and Z as provided in CN 64 statements.Example: volumes sent to X, Y and Z according to CN 64 statements: X Y ZA – 1000 kg 2000 kg 1500 kg B – 500 kg 1000 kg 800 kg C – 1500 kg 500 kg 400 kg

Percentage of participation of A, B and C in the additional amount for X:A: 1000/(1000 + 500 + 1500) = 33.3%B: 500/(1000 + 500 + 1500) = 16.7%C: 1500/(1000 + 500 + 1500) = 50%

Percentage of participation of A, B and C in the additional amount for Y:A: 2000/(2000 + 1000 + 500) = 57.1%B: 1000/(2000 + 1000 + 500) = 28.6%C: 500/(2000 + 1000 + 500) = 14.3%

Percentage of participation of A, B and C in the additional amount for Z:A: 1500/(1500 + 800 + 400) = 55.6%B: 800/(1500 + 800 + 400) = 29.6%C: 400/(1500 + 800 + 400) = 14.8%

4 The billing organization calculates the additional amounts due from A, B and C as follows:

For benefi ciary X:Additional amount due by A: 33.3% x 3,565 SDR = 1,187.15 SDRAdditional amount due by B: 16.7% x 3,565 SDR = 595.35 SDRAdditional amount due by C: 50% x 3,565 SDR = 1,782.5 SDR

For benefi ciary Y:Additional amount due by A: 57.1% x 2,565 SDR = 1,464.62 SDRAdditional amount due by B: 28.6% x 2,565 SDR = 733.59 SDRAdditional amount due by C: 14.3% x 2,565 SDR = 366.79 SDR

For benefi ciary Z:Additional amount due by A: 55.6% x 5,565 SDR = 3,094.14 SDRAdditional amount due by B: 29.6% x 5,565 SDR = 1,647.24 SDRAdditional amount due by C: 14.8% x 5,565 SDR = 823.62 SDR


I.68

Debtor postal operator A

Corresponding postal operator Reference yearAdditional amount needed according to art. 30.9

Share of the addi-tional amount (%)


SDR SDRX

Y

Z

3,565.00 33.30% 1,187.15

2,565.00 57.10% 1,464.62

5,565.00 55.60% 3,094.14

Total 5,745.91

– The CN 64ter statement for designated operator B will contain the following information:

Debtor postal operator B




SDR SDRX

Y

Z

3,565.00 16.70% 595.35

2,565.00 28.60% 733.59

5,565.00 29.60% 1,647.24

Total 2,976.18

– The CN 64ter statement for designated operator C will contain the following information:

Debtor postal operator C




SDR SDRX

Y

Z

3,565.00 50.00% 1,782.50

2,565.00 14.30% 366.79

5,565.00 14.80% 823.62

Total 2,972.91

6 The same steps are followed for each benefi ciary designated operator for which the QSF amounts resulting from CN 64bis statements are less than 12,565 SDR.

5 As a result, the CN 64ter statement for designated operator A will contain the following information:

–

–

–

–

–

–

–

–

–


9,000.00

10,000.00

7,000.00

SDR


9,000.00

10,000.00

7,000.00

SDR


9,000.00

10,000.00

7,000.00

SDR


J.�


Section J

Air conveyance dues

Article 32Basic rates and provisions concerning air conveyance dues

1 The basic rate applicable to the settlement of accounts between designated operators in respect of air conveyance shall be approved by the Postal Operations Council. It shall be calculated by the International Bureau according to the formula specified in the Letter Post Regulations.

2 The calculation of air conveyance dues on closed dispatches, priority items, airmail items and air parcels sent in transit à découvert, missent items and misrouted mails, as well as the relevant methods of accounting, are described in the Letter Post and Parcel Post Regulations.

3 The air conveyance dues for the whole distance flown shall be borne:3.1 in the case of closed mails, by the designated operator of the country

of origin of the mails, including when these mails transit via one or more intermediate designated operators;

3.2 in the case of priority items and airmail items in transit à découvert, including missent items, by the designated operator which forwards the items to another designated operator.

4 These same regulations shall be applicable to items exempted from land and sea transit charges if they are conveyed by air.

5 Each designated operator of destination which provides air convey-ance of international mail within its country shall be entitled to reimburse-ment of the additional costs incurred for such conveyance provided that the weighted average distance of the sectors flown exceeds 300 kilometres. The Postal Operations Council may replace the weighted average distance by other relevant criteria. Unless agreement has been reached that no charge should be made, the dues shall be uniform for all priority mails and airmails originating abroad whether or not this mail is reforwarded by air.

6 However, where the terminal dues levied by the designated operator of destination are based specifically on costs or on domestic rates, no addi-tional reimbursement for internal air conveyance shall be made.

7 The designated operator of destination shall exclude, for the purpose of calculating the weighted average distance, the weight of all mails for which the terminal dues calculation has been based specifically on costs or on the domestic rates of the designated operator of destination.

J.2


Commentary32.1 The �995 POC decided that, provided the threshold of 3% variation from the rate calculated using the formula in art RL 235.2 was exceeded, the basic air conveyance rate would be revised annually, without the allowed upward or downward movement exceeding 5%.

The 2009 POC set the basic rate at 0.526 thousandth of an SDR as from � January 20�0.

Article RL 235Formula for calculating the basic rate and calculation of air conveyance dues for closed mails

� The calculation of air conveyance dues on closed mails, priority items, airmail items and S.A.L. items only when reforwarded as airmail/priority in transit à découvert, as well as the relevant methods of accounting, are set out in this and the following articles in this chapter.

2 The maximum basic rate applicable in respect of air conveyance shall be calculated according to the formula below, the elements of which shall be taken from the International Airline Financial Statistics prepared by the International Civil Aviation Organization. This rate shall be rounded to the nearest thousandth of an SDR per kilogramme of gross weight and per kilometre; it shall apply proportion-ally to fractions of a kilogramme.T = (A – B – C + D + E + F), whereT = Basic rate per t-km (priority for airmail is guaranteed within this rate).A = Weighted average operating expense per t-km performed.B = Cost of passenger services per t-km.C = Percentage of the cost of ticketing, sales and promotion (based on the

number of passengers in relation to traffic volume).D = Expenses of non-operating items per t-km performed.E = �0% of (A – B – C + D) as profit.F = Income taxes per t-km performed.

3 Air conveyance dues shall be calculated according to the actual basic rate (less than and at most equal to the basic rate defined according to the formula under 2) and the kilometric distances given in the List of Airmail Distances and to the gross weight of the mails. No account shall be taken of the weight of sacs collecteurs.

4 When dues are payable for air conveyance within the country of destination, they shall be fixed in the form of a single price. This single price shall include all the dues for air conveyance within the country, regardless of the airport of arrival of the mails, less the corresponding surface conveyance costs. It shall be calculated on the basis of the rates actually paid for conveyance of the mail within the country of destination, but not exceeding the maximum rate defined according to the formula under 2, and according to the weighted average distances of the sectors flown by international mail on the internal network. Subject to article 32.7 of the Convention, the weighted average distance shall be calculated by the International Bureau in

J.3


terms of the gross weight of all the airmails arriving at the country of destination, including the mail which is not reforwarded by air within that country.4.� Designated operators which apply a remuneration for terminal dues based

on costs or on domestic rates shall be obliged to communicate to the International Bureau, within the period provided for in article RL 24�, the data for calculating the new weighted average distance.

5 Dues payable for air conveyance, between two airports in the same country, of airmails in transit may also be fixed in the form of a single price. This price shall be calculated on the basis of the rate actually paid for air conveyance of mail within the country of transit, but not exceeding the maximum rate defined according to the formula under 2, and according to the weighted average distances of the sectors flown by international mail on the internal air network of the country of transit. The weighted average distances shall be determined in terms of the gross weight of all the airmails transiting through the intermediate country.

6 The sum of the dues referred to under 4 and 5 may not exceed in total the amounts which actually have to be paid for conveyance.

7 The prices for international and internal air conveyance, obtained by multi-plying the effective basic rate by the distance, which are used in calculating the dues mentioned under 3, 4 and 5, shall be rounded up to the nearest tenth of an SDR when the number made up by the figure of hundredths and that of thousandths is equal to or greater than 50; they shall be rounded down to the nearest tenth of an SDR in other cases.

8 In the absence of special agreement between the designated operators concerned, the transit charge scales laid down in article RL 205 shall apply to airmail correspondence for any transit by land or by sea. Nevertheless, no land transit charges shall be payable for:8.� the transhipment of airmails between two airports serving the same

town;8.2 the conveyance of such mails from an airport serving a town to a depot

situated in the same town and the return of the same mails for reforwarding.

Commentary235.2 Provisions adopted by the �994 Seoul Congress.

235.3 The procedure used for establishing the airmail distance between a given city pair is as follows:– the true (ie actual) Great Circle Distance is first calculated;– this figure is increased by a coefficient to cover possible intermediate stops;– the resulting figure is then rounded off to the nearest �00 km.Until 2000, a coefficient of increase of 4% was used. From � January 200�, this coefficient was reduced to 2.5%.

235.5 The single prices set by DOs are given in List CN 68.

J.4

Article 34Authority of the POC to fix charges and rates

1 The Postal Operations Council shall have the authority to fix the following rates and charges, which are payable by designated operators in accordance with the conditions shown in the Regulations:1.1 transit charges for the handling and conveyance of letter mails through

one or more intermediary countries;1.2 basic rates and air conveyance dues for the carriage of mail by air;1.3 inward land rates for the handling of inward parcels;1.4 transit land rates for the handling and conveyance of parcels through

an intermediary country;1.5 sea rates for the conveyance of parcels by sea.

2 Any revision made, in accordance with a methodology that ensures equitable remuneration for designated operators performing the services, must be based on reliable and representative economic and financial data. Any change decided upon shall enter into force at a date set by the Postal Operations Council.

Article RL 236Calculation and accounting for charges for missent items and items in transit à découvert forwarded by air

� General�.� Each designated operator which forwards transit à découvert items by

air shall have the right to collect from the designated operator of origin payment for the costs incurred and terminal dues increments to be paid to the designated operator of destination. Conveyance costs shall be calcu-lated, in principle, as indicated in article RL 235.3. Terminal dues incre-ments shall be calculated on the basis of average differences between the terminal dues received by the designated operator of transit and those paid to the designated operator of destination. The transit rates shall be fixed on the basis of not more than �0 average rates, each relating to a group of countries of destination and fixed according to the conveyance and handling costs as well as terminal dues increments for the different destinations within the group. The sum of these dues shall be increased by 5%.

�.2 Accounting for air conveyance dues for priority items, airmail items and S.A.L. items to be reforwarded by air in transit à découvert shall take place, in principle, on the basis of the data of statistical returns. However, if the transit designated operator so requests, it shall be based either wholly or partly on actual weight.

�.3 Accounting shall take place on the basis of actual weight in the case of missent priority items, airmail items and S.A.L. items to be reforwarded by air posted on board ship or sent at irregular intervals or in too varying amounts. To this end the CN 65 form should be used by the interme-


J.5

diate designated operator, accompanied by the relevant CN 43 verifica-tion notes. However, this accounting shall be done only if the intermediate designated operator asks to be paid for the transit service rendered. The intermediate designated operators may also agree with the administration of origin to base the accounting for missent items on statistics.

2 Statistical operations2.� The statistical operations shall be conducted annually and alternately

during May in odd years and October in even years. However, the transit designated operator may elect for a quarterly or annual statistical period.

2.2 During the statistical period, priority items, airmail items and S.A.L. items to be reforwarded by air in transit à découvert shall be accompanied by CN 65 bills. The CN 25 bundle label and the CN 65 bill shall be overprinted with the letter “S”. When there are no à découvert priority items, airmail items or S.A.L. items, registered or unregistered, to be inserted in a mail which normally includes such items, one or two CN 65 bills, as necessary, endorsed “Néant” (Nil) shall accompany the letter bill of the mail.

2.3 During the statistical period, all priority items, all airmail items and all S.A.L. items to be reforwarded by air in transit à découvert shall be placed with the CN 65 delivery bill in a closed bag, which may be of transparent plastic, inserted in the bag containing the letter bill.

2.4 Each designated operator dispatching priority items, airmail items or S.A.L. items to be reforwarded by air in transit à découvert shall inform interme-diate designated operators of any change occurring during an accounting period in the provisions laid down for the exchange of this mail.

3 Preparation and checking of CN 65 bills3.� The weights shall be shown separately for each group of countries of

destination on the CN 65 bills. These shall be specially numbered in two consecutive series, one for unregistered items and the other for registered items. The number of CN 65 bills shall be entered in the corresponding item of table 4 of the CN 3� letter bill (table 3 of the CN 32 letter bill). Transit designated operators may request the use of special CN 65 bills listing in a set order the most important groups of countries. All CN 65 bills shall be inserted into the bag containing the CN 3� letter bill.

3.2 The weight of à découvert priority items, airmail items and S.A.L. items to be reforwarded by air for each group of countries shall be rounded up to the nearest decagramme when the fraction of the decagramme is equal to or greater than 5 grammes; it shall be rounded down to the nearest decagramme otherwise.

3.3 If the intermediate office establishes that the actual weight of à décou-vert priority items, airmail items and S.A.L. items to be reforwarded by air differs by more than 20 grammes from the weight recorded, it shall amend the CN 65 bill and immediately notify the dispatching office of exchange of the mistake by CN 43 verification note. If the discrepancy noted is within the above-mentioned limits the entries made by the dispatching office shall hold good.


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3.4 In the absence of a CN 65 bill, à découvert priority items, airmail items and S.A.L. items to be reforwarded by air shall be forwarded by air, unless the surface route would be quicker. In appropriate cases, the CN 65 bill shall be prepared routinely and the irregularity pointed out to the office of origin by CN 43 note.

4 Priority items, airmail items and S.A.L. items to be reforwarded by air in transit à découvert which are excluded from statistical operations

4.� Priority items, airmail items and S.A.L. items to be reforwarded by air in transit à découvert which are excluded from statistical operations and for which accounts are prepared on the basis of the actual weight shall be accompanied by CN 65 bills. If the weight of missent priority items, airmail items and S.A.L. items originating at one and the same office of exchange and contained in a dispatch from that office does not exceed 50 grammes, routine preparation of a CN 65 bill in accordance with 3.4 shall not take place.

4.2 Priority items, airmail items and S.A.L. items posted on board ship on the high seas, prepaid by means of postage stamps of the country whose flag the ship flies or in which it is registered, shall be accompanied by a CN 65 bill when handed over à découvert to the designated operator at an inter-mediate port of call. If the ship does not have a post office, they shall be accompanied by a statement of weights which shall serve as a basis for the intermediate designated operator to claim the air conveyance dues. The CN 65 bill or statement of weights shall include the weight of the priority items, airmail items and S.A.L. items for each country of destination, the date, and the name and flag of the ship, and be numbered in a consecu-tive annual series for each ship. These particulars shall be checked by the office to which the items are handed over from the ship.

Commentary236.1.1 The transit rates set by DOs for each group of destination countries appear in the Compendium of Transit Information.Items in transit à découvert destined for target system countries may be subject to terminal dues incre-ments, while items destined for transition system countries may not. The presence within the same group of both transition and target system countries would lead to two different transit charge rates for this same group of countries, and hence to accounting problems.It is therefore suggested that transit countries form their own groups (maximum �0) so that each group contains only either target or transition system countries.

236.1.3 The phrase “items posted at irregular intervals” includes items which can be transmitted to the DO of transit only by irregular or infrequent sea or air services, and occasional items, such as philatelic items, items sent on the occasion of a first flight, etc.

236.2.1 The statistical period starts on 2 May because � May is a holiday in many countries.

Article RL 237Accounting for air conveyance dues

� Accounting for air conveyance dues shall be effected in accordance with articles RL 235 and RL 236.


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2 Notwithstanding the rule mentioned under �, designated operators may, by common consent, decide that accounts for airmail dispatches shall be settled on the basis of statistical returns. In that case, they shall arrange between themselves the method of compiling the statistics and preparing the accounts.

Article RL 238Preparation of CN 66 and CN 67 statements of weights

� Each creditor designated operator shall prepare a CN 66 statement, monthly or quarterly as preferred, on the basis of the airmail particulars entered on the CN 38 delivery bills. Mails carried over the same air sector shall be entered on the CN 66 statement by office of origin, then by country and office of destination, and in chronological order of the mails for each office of destination. When the copies of the CN 55 statement are used for the settlement of air conveyance dues inside the country of destination in accordance with article 32.5 of the Convention, CN 55 statements of weights prepared on the basis of CN 3� and CN 32 letter bills shall be used.

2 For à découvert priority items, airmail items and S.A.L. items reforwarded by air, the creditor designated operator shall prepare a yearly CN 67 statement. This shall be done at the end of each statistical period as laid down in article RL 236.2.� and based on the particulars appearing on the CN 65 bills prepared during that period. The total weights shall be multiplied by �2 on the CN 67 statement. If the accounts have to be prepared on the basis of the actual weight of à découvert priority items, airmail items and S.A.L. items, CN 67 statements shall be drawn up as often as is provided for under � for CN 66 statements and on the basis of the corresponding CN 65 bills.

3 If, during an accounting period, a change occurring in the arrangements made for the exchange of priority items, airmail items and S.A.L. items reforwarded by air in transit à découvert results in a variation of at least 20% and exceeding �63.35 SDR in the total amounts to be paid by the dispatching designated oper-ator to the intermediate designated operator, these designated operators, at the request of one or the other, shall agree to replace the multiplier referred to under 2 by another valid only for the year in question.

4 When the debtor designated operator so requests, separate CN 55, CN 66 and CN 67 statements shall be drawn up for each office of exchange which dispatches airmails or priority items, airmail items and S.A.L. items reforwarded by air in transit à découvert.


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CN 66

Priority/By airmailNon-priority/S.A.L.

STATEMENT OF WEIGHTSAirmails and S.A.L. mails

Designated operator reforwarding the mails

Offi ce of exchange reforwarding the mails

Designated operator dispatching the mails

Date

Month

Mails forwarded

Quarter Year

from

to

NotesAny observations may be made on the back of the form

7

CPLetter post

Weight of each category of itemNo. of the fl ight used

Dispatching offi ce Offi ce of destinationMail No.

Date of con-veyance

654321kg gkg g

Totals


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STATEMENT OF WEIGHTSA découvert priority/airmail itemsA découvert non-priority/surface items

CN 67

Month

Offi ce of exchange dispatching the mails

Statistical period

Quarter

Year


Offi ce of exchange of destination of mails

Designated operator dispatching the mails

Designated operator preparing the form

Dateof dispatchof the mail

No. ofCN 65 bill

Groups of countries of destination

LC/AO

Observations

7654321gggg

Totals

To be multiplied by 121

To be carried forwardto CN 51 form1 In the case of CN 67 statements for correspondence sent during statistical periods


LC/AO LC/AO LC/AO

Date


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Article RL 239Preparation of CN 5� detailed accounts and CN 52 general accounts

� The creditor designated operator shall prepare, on a CN 5� form, detailed accounts showing the amounts due to it according to the CN 55, CN 66 and CN 67 statements of weight. Separate detailed accounts shall be prepared for closed airmails and for à découvert priority items, airmail items and S.A.L. items reforwarded by air. In some CN 5� detailed accounts prepared for closed airmails, the weights and sums due according to the CN 66 statements of weight shall be entered separately for LC/AO, CP and EMS.

2 The amounts to be included in the CN 5� detailed accounts shall be calcu-lated:2.� for closed mails, on the basis of the gross weights appearing on the CN 55

and CN 66 statements;2.2 for à découvert priority items, airmail items and S.A.L. items, according to

the net weights shown on the CN 67 statements, increased by 5%.

3 When the air conveyance dues within the country of destination are to be settled, the designated operator of that country shall send the CN 5� accounts relating thereto for acceptance together with the CN 55 and CN 56 statements.

4 CN 5� accounts shall be prepared by the creditor designated operator on a monthly, quarterly, half-yearly or annual basis, as agreed between the designated operators concerned.

5 CN 5� detailed accounts may be summarized in a CN 52 general account, prepared quarterly by the creditor designated operators which have adopted the offset system of settling accounts. This account may, however, be prepared half-yearly after agreement between the designated operators concerned.


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DETAILED ACCOUNTAirmail

CN 51

Date

Month Quarter Year



Closed transit airmails

Missent items

1 2 3 4 5 6 7 8 = 6*7

RouteCountry of destina-tion or groups of countries

Categoriesof items

Weight carried during the monthTotal weight

Transit/conveyance charge per kg

Total transit/conveyancedues payable

SDRSDRggggkg kg kg kg

Priority1

CP

Priority1

CP

Priority1

CP

Priority1

CP

Priority1

CP

Priority1

CP

Increase of 5% on the total amount for transit à découvert and missent items

Final total1 If applicable LC/AO





Transit à découvert priority airmail items

IAC


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CN 52GENERAL ACCOUNTDate

Airmail Postal parcelsMonth Year

YearQuarter

Corresponding designated operator

NotesTo be fi lled in by typewriter or computer printer

Exchange Period Observations

Balance of CN 19/CN 51/CP 75 accountsin favour of the

designated operatorpreparing the account

correspondingdesignated operator

43 521

Sent by the designated operator preparing the account

Totals

Less

Credit balanceName of creditor designated operator

Designated operator preparing the accountSignature

Seen and accepted by the designated operator receiving the accountPlace, date and signature

SDRSDR

Receivedby the designated operator preparing the account

Designated operator preparing the account

Half-year




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Article RL 240Submission and acceptance of CN 55, CN 66 and CN 67 statements, CN 5� detailed accounts and CN 52 general accounts

� As soon as possible and at the latest within six months from the end of the period to which they refer, the creditor designated operator shall send the debtor designated operator CN 66 statements, the copies of CN 55 statements and CN 67 statements when payment for à découvert priority items, airmail items and S.A.L. items, when reforwarded by air, is made on the basis of the actual weight, and the relevant CN 5� detailed accounts, all together in duplicate. The debtor designated operator may refuse to accept accounts not forwarded to it within that period.

2 After verifying the CN 55, CN 66 and CN 67 statements and accepting the relative CN 5� detailed account, a copy of the CN 5� accounts shall be returned to the creditor designated operator. In case of amendment it shall be accompanied by the CN 55, CN 66 and CN 67 statements. If the creditor designated operator disputes the amendments made to these statements, the debtor designated operator shall confirm the actual data by sending photocopies of the CN 38 or CN 65 forms drawn up by the office of origin upon dispatch of the disputed mails. Any dispute regarding amendments must be raised within two months of receipt of the amended statements and accounts. A creditor designated operator which has received no notice of amendment within two months of the date of dispatch of the accounts shall regard the accounts as fully accepted.

3 Designated operators that were net creditors for air conveyance dues in the preceding year have the option of receiving payment on a monthly, quarterly, half-yearly or annual basis. The option chosen shall remain in force for one calendar year with effect from � January.

4 Designated operators may use the direct system or the bilateral clearing system.

5 The provisions under � and 2 shall also apply to priority items and airmail items for which payment is made on the basis of statistics.

6 Under the direct billing system, the CN 5� accounts shall serve as a bill for direct settlement. The debtor designated operator shall make payment for the amount billed within the period of six weeks provided for in article RL 250.�0. It may refuse to check and accept any CN 5� account which has not been presented by the creditor designated operator within six months after the period to which it refers. Any difference exceeding 9.80 SDR which may be noted by the debtor designated operator shall be indicated on the CN 5�, which shall be returned to the creditor designated operator with the CN 55, CN 66 and CN 67 statements attached. The difference noted shall be incorporated in the next CN 5� account submitted to the debtor designated operator or shall be disputed within two months of receipt of the account in which the difference appears. Failing this, the designated operator which drew attention to the difference shall regard it as fully accepted and shall have it appear as such in its next CN 5� account amended accordingly.


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7 Under the bilateral offsetting system, the creditor designated operator shall prepare both the CN 5� and the CN 52 accounts and submit both simultaneously to the debtor designated operator on a monthly, quarterly, half-yearly or annual basis. The debtor designated operator shall accept or amend the CN 5� and CN 52 accounts within two months and make payment for the amount billed as provided for in article RL 252.�0. If the CN 5� or CN 52 accounts have been amended, payment will be made on the basis of the amended amount. If the designated operator which has sent the accounts does not receive any notice of amendment within two months, the accounts shall be regarded as fully accepted.

8 Any amendments to CN 52 general accounts made by the debtor desig-nated operator must be accompanied by the supporting CN �9 and CN 5� detailed accounts and CP 75 summarized accounts.

9 Whenever the statistics fall in October, annual payments for priority items and airmail items in transit à découvert may be made provisionally on the basis of statistics compiled during May of the previous year. The provisional payments shall then be adjusted in the following year when the accounts based on the October statistics are approved or regarded as fully accepted.

�0 If a designated operator is unable to carry out the annual statistical opera-tions it shall reach agreement with the designated operators concerned to make the annual payment on the basis of the statistics of the preceding year and, if necessary, to use the special multiplier laid down in article RL 238.3.

�� If the balance of a CN 5� or CN 52 account does not exceed �63.35 SDR, it shall be carried over to the next CN 5� or CN 52 account, when the designated operators concerned do not participate in the clearing system of the International Bureau.

�2 CN 55, CN 66 and CN 67 statements and the corresponding CN 5� and CN 52 accounts shall always be sent by the quickest route (air or surface).

�3 Settlements may be made in accordance with the provisions of articles RL 247 and RL 249.

Commentary240 Congress adopted recommendation C 7�/Hamburg �984 recommending DOs to take certain meas-ures listed below:– the inclusion of an airmail account in a general account containing different debts must not result in

delaying payment of the air conveyance dues owed to the airline concerned;– DOs wishing to settle airmail accounts by offsetting should include them in a CN 52 airmail general

account;– speeding up settlement of the recapitulative CN 5� accounts and of the CN 52 general accounts.


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Prot Article RL XVIIISubmission and acceptance of CN 55, CN 66 and CN 67 statements, CN 5� detailed accounts and CN 52 general accounts

� Notwithstanding article RL 240.6, accounts submitted to the designated operators of the United States of America and the Lao People’s Dem. Rep. shall not be considered accepted, nor shall payment be due, until six weeks after those accounts are received, unless the accounts are received within seven days of the date they are dispatched by the creditor designated operator.

2 Notwithstanding article RL 240.6 and 7, accounts submitted to the desig-nated operators of Australia, China (People’s Rep.) and Saudi Arabia shall not be considered accepted until two months after those accounts are received, nor shall payments be due until six weeks after those accounts are received, if the direct billing system is applied, unless the accounts are received within seven days of the date they are dispatched by the creditor designated operator.

Article RL 24�Amendments to air conveyance dues

� The amendments made to the air conveyance dues mentioned in articles RL 235.4 and RL 236.� shall:�.� come into effect exclusively on � January;�.2 be notified at least three months beforehand to the International Bureau,

which shall communicate them to all designated operators at least two months before the date laid down under �.�.

Article RL 242Payment of air conveyance dues

� Air conveyance dues shall be payable to the airline conveying the airmails for all or part of the distance flown.

2 Notwithstanding this rule, the airline conveying the airmails may request that the conveyance dues be paid to any postal designated operator with which the airline has concluded an agreement to this effect.

3 Conveyance dues for priority items, airmail items and S.A.L. items when transported by air in transit à découvert shall be paid to the designated operator which reforwards these items.

4 Unless other arrangements have been made, conveyance dues for airmails directly transhipped between two different airlines shall be settled by the designated operator of origin:4.� either with the first carrier, which shall then be responsible for paying the

subsequent carrier;

Letter Post – Conv Art 34; Prot Art RL XVIII; RL 24� and 242

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4.2 or with each carrier involved in the transhipment.

Commentary242.1 DOs are urged to pay non-disputed airline invoices as quickly as possible, preferably within a period of two months. DOs not paying fully documented invoices in respect of which there is no dispute within a period of three months and six weeks from the date of receipt of the invoice may, in principle, be liable to pay interest charges. The rate of such interest may be indicated in the bilateral contract between the airline and the DO. If such a rate is not indicated in a contract, a rate of 6% per annum may apply.

Article RL 243Payment of air conveyance dues for the transport of empty bags

� Air conveyance dues for the transport of empty bags shall be payable by the designated operator owning the bags.

2 The maximum rate applicable in respect of the air conveyance of dispatches of empty bags shall correspond to 30% of the basic rate set in accordance with the provisions of article RL 235.2.

Commentary243 See comments on art RL 200.

Article RL 244Air conveyance dues for diverted or missent mails or bags

� The designated operator of origin of a mail which has gone off its route in course of conveyance shall pay the conveyance dues for the mail relating to the sectors actually covered.

2 It shall settle the conveyance dues as far as the airport of offloading initially provided for on the CN 38 delivery bill when:2.� the actual forwarding route is not known;2.2 the dues for the sectors actually covered have not yet been claimed; or2.3 the diversion is attributable to the airline which effected the conveyance.

3 The supplementary dues relating to the sectors actually covered by the diverted mail shall be reimbursed as follows:3.� by the designated operator whose services have committed the error in

the case of misrouting;3.2 by the designated operator which has collected the conveyance dues paid

to the airline when the latter has offloaded in a place other than that shown on the CN 38 delivery bill.

4 The provisions set out under � to 3 shall be applicable by analogy when part only of a mail is offloaded at an airport other than that indicated on the CN 38 delivery bill.

Letter Post – Conv Art 34; RL 242, 243 and 244

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5 The designated operator of origin of a mail or bag missent owing to a label-ling error shall pay the conveyance dues relating to the whole distance flown in accordance with article 32.3.� of the Convention.

Commentary244.1 Under the agreement arrived at in the IATA–UPU Contact Comm and ratified by the �964 Vienna Congress, the air companies bear the supplementary air transport costs occasioned by reforwarding to destination of mail offloaded at a place other than that shown on delivery bill CN 38 as a result of an error committed by the air service, or for any reason other than an error of the postal service.The DO of origin of the diverted mails is in the normal way liable for the conveyance dues for the mail as far as the airport of offloading initially provided for on the CN 38 delivery bill (as well as those relating to the sectors actually covered by the diverted mail) and then recovers the supplementary dues from the DO whose services committed the misrouteing. The �984 Hamburg Congress confined the application of this procedure to the special cases listed in paragraph 2.

Article RL 245Air conveyance dues for mail lost or destroyed

� In case of loss or destruction of mail as a result of an accident occurring to the aircraft or through any other cause involving the liability of the air carrier, the designated operator of origin shall be exempt from any payment in respect of the air conveyance of the mail lost or destroyed, for any part of the flight of the route used.

Commentary245.1 (This comment applies to French text only.)Provision agreed with IATA. The payment is due for the air conveyance of lost or destroyed items as far as the airport where they were loaded on the aircraft having the accident. The words “or through any other cause involving the liability of the air carrier” are designed to cover cases of loss or destruction of mail resulting from negligence or error on the part of the air service.


K.�

Letter Post – Art RL 246 and 247

Section K

Settlement of accounts. Payment

Article RL 246Electronic transfer of statements and accounts

� Designated operators may agree to exchange statements and accounts electronically.

2 In case of electronic transfer, the following deadlines shall be applied for the acceptance of the statements and accounts, unless otherwise agreed:

Title or nature Form Deadline

Indemnities CN 48 2 monthsAirmail CN 5� � monthGeneral account CN 52 � monthAnnual recapitulative statement CN 54bis – Revision mechanism � month– Exchange of mail between 2 months industrialized countriesRecapitulative statement of mails CN 56 2 monthsDetailed account. Terminal dues CN 6� � monthDetailed account. Transit charges CN 62 2 monthsStatement. Transit charges CN 63 � monthStatement. Terminal dues CN 64 � monthParcels CP 75 � month

Article RL 247Preparation and settlement of accounts

� Settlements between designated operators of international accounts arising from postal traffic may be regarded as current transactions and effected in accord-ance with the current international obligations of the member countries concerned, when there are agreements to this effect. In the absence of such agreements, accounts shall be settled in accordance with the following provisions.

2 Except in the case of the CN 5� and CN 52 accounts, which shall be prepared according to article RL 239, each designated operator shall draw up its accounts and refer them in duplicate to the others concerned. One accepted copy, if necessary amended or accompanied by a statement of discrepancies, shall be returned to the creditor designated operator. This account shall serve as a basis for the preparation, as necessary, of the final liquidation account between the two designated operators.

K.2


3 In the total of each account made out in SDRs on CN 02bis, CN 03, CN 03bis, CN 48, CN 5�, CN 52, CN 57, CN 6�, CN 62, CN 63, CN 64 and CN 64bis forms, decimals shall be ignored in the total or the balance. Discrepancies in the accounts made out on the forms listed above shall not be taken into consideration unless they exceed a total of 9.80 SDR per account.

4 Designated operators may settle their accounts either bilaterally, or through the multilateral clearing system of the International Bureau, or by any other system of settling accounts. Participation in the multilateral clearing system of the Inter-national Bureau shall be open only to designated operators that have signed the membership agreement pertaining to the system.

5 The creditor designated operator shall choose the method of settling the accounts after consulting the debtor designated operator. If there is disagreement, the choice of the creditor designated operator shall prevail in all cases. In the case of settlement through the multilateral clearing system of the International Bureau both the creditor and debtor should be signatories to the relevant membership agreement and mutually agree to include the relevant account in the system.

Commentary247.3 In recommendation C 65/Tokyo �969, Congress invited DOs to adopt the following uniform pres-entation for entries in accounts:2 �23 456.78 when there are decimals;2 �23 456 when there are no decimals.Decimals may not be ignored in the total or balance in other accounting forms. By “accounts” within the meaning of art RL 247.3 are to be understood only the forms expressly mentioned therein, which are used for the settlement of a sum due.In recommendation C 82/Seoul �994, Congress recommended DOs to avoid as far as possible filling out by hand accounting documents that are to be sent to other DOs and, to that end, to use typewriters or computer printers to ensure the legibility of these documents.

Article RL 248Settlement of accounts through the International Bureau

� The settlement of accounts through the clearing system of the International Bureau shall be effected through the provisions laid down by the UPU*Clearing User Group.

Commentary248 The new UPU*Clearing system, in operation since � October 2003, is aimed at DOs able to strictly respect the prescribed payment deadline and prepared to pay a contribution to participate in the system.Clearing is carried out monthly on the last working day of the month and debtors’ payments must arrive at the International Bureau by the 20th of the following month at the latest. Payments to creditors are made on the 25th at the latest.DOs experiencing difficulties in settling their debt within this period can set up a credit account with the IB to settle their debt using this credit.The UPU*Clearing User Group, comprising all the DOs participating in the system, sets the rules of the system, with the following objectives:– predetermined schedule for payment or collection of the amounts due, designed to improve treasury

management and add discipline to the settlement process;– increased security;– reduced credit risk;

K.3

Letter Post – Art RL 248; Prot Art RL XXI; RL 249

– minimized foreign currency exposure;– reduced administrative overheads;– reduced commission and fees for international transactions.

Prot Article RL XXIAdjustment of debts arising from the settlement of accounts through the Interna-tional Bureau clearing system in effect before � January 200�

� Debts payable as a result of the settlement of accounts through the Inter-national Bureau clearing system in effect before � January 200� by any designated operator which are overdue after the deadline for settlement of the final clearing system statements from the last quarter of 2000 may be adjusted against credits due to the debtor from any other designated operator. Before undertaking such a step, the International Bureau shall consult the creditor concerned and send a reminder to the defaulting debtor. If no payment is made within a period of one month from the date of this reminder, the International Bureau is competent to unilaterally make the necessary accounting adjustments after informing all the parties concerned.

2 When making these accounting adjustments, the International Bureau will only offset accounts that have been accepted by both the defaulting debtor and the designated operator owing money to the defaulting debtor.

3 The defaulting debtor will have no claim against the designated operator owing money to it for any credits attributed by the International Bureau to the creditor in accordance with the procedure described in paragraph �.

Article RL 249Payment of debts expressed in SDRs. General provisions

� The rules for payment set out below shall apply to all debts expressed in SDRs and arising out of a postal transaction. The debts may result from general accounts or statements drawn up by the International Bureau or from liquidation accounts or statements not drawn up by the Bureau. The said rules shall also relate to the settlement of discrepancies, of interest or, where applicable, of payments on account.

2 Any designated operator may discharge its liabilities by payments on account, from which its debts shall be deducted when these have been estab-lished.

3 Provided the periods for payment are observed, any designated operator may settle postal debts expressed in SDRs by offsetting credits and debits in its relations with another designated operator. The offsetting may be extended by mutual agreement to debts arising from telecommunications services when both designated operators operate postal and telecommunications services. Offsetting

K.4

may not be effected with debts in respect of transactions contracted out to an organization or company under the control of a designated operator if that desig-nated operator objects.

4 The inclusion of an airmail account in a general account containing different debts shall not result in delaying the payment of the air conveyance dues owed to the airline concerned.

Article RL 250Rules for payment of accounts not settled through the International Bureau

� Debts shall be paid in the currency selected by the creditor designated operator after consultation with the debtor designated operator. If there is disa-greement, the choice of the creditor designated operator shall prevail in all cases. If the creditor designated operator does not specify a currency, the choice shall rest with the debtor designated operator.

2 The amount of the payment, as determined hereafter in the selected currency, shall be equivalent in value to the balance of the account expressed in SDRs.

3 Subject to the provisions set out under 4, the amount to be paid in the selected currency shall be determined by converting the SDR into currencies of payment in accordance with the following provisions:3.� In the case of currencies for which the SDR exchange rate is published by

the International Monetary Fund (IMF), the exchange rate in force on the day prior to payment or the most recent rate published shall be used.

3.2 In the case of other currencies of payment, as a first stage, the amount in SDRs shall be converted into an intermediate currency for which the value is published daily by the IMF in terms of the SDR, using the most recent exchange rate published. As a second stage, the result thus obtained shall be converted into the currency of payment, applying the latest rate of exchange quoted on the exchange market of the debtor country.

3.3 In the case of provisional payments provided for in article RL 233, the procedures described in 3.� and 3.2 above differ. Thus, in the case of currencies for which the SDR exchange rate is published by the IMF, the rate in force on 30 June of that year or on the next working day, if 30 June is a holiday, shall be used; in the case provided for in 3.2, the conversion into an intermediate currency shall be made at the last rate published in June of that year.

4 If, by mutual agreement, the creditor designated operator and the debtor designated operator have chosen the currency of a country which is not a member of the IMF and whose laws do not permit the application of the provisions set out under 3, the designated operators concerned shall agree on the relationship between the SDR and the value of the selected currency.


K.5

5 For the purpose of determining the official or generally accepted foreign exchange market equivalent of a currency, the rate used shall be the closing rate for currency which can be used in the majority of merchandise trade transactions, or the most recent rate quoted.

6 The debtor designated operator shall transmit, on the date of payment, the amount of the selected currency by postal giro or bank transfer or, if these means are not available, by a bank cheque, draft or any other means, acceptable to both designated operators. If the creditor designated operator expresses no preference, the choice shall fall to the debtor designated operator.

7 Creditor designated operators shall publish, by means of a circular issued by the International Bureau, any changes to addresses to which cheques or wire transfers are to be sent.

8 The payment charges (fees, clearing charges, deposits, commission, etc.) collected in the debtor country shall be borne by the debtor designated operator. The charges collected in the creditor country, including payment charges collected by banks in intermediate countries, shall be borne by the creditor designated operator. When the postal giro transfer system, with exemption from charges, is used, exemption shall also be granted by the office of exchange in the third country or countries acting as intermediary between the debtor designated operator and the creditor designated operator when there are no direct exchanges between these.

9 If, between the dispatch of the transfer order or the remittance by other means and its receipt by the creditor designated operator, a variation occurs in the equivalent value of the selected currency calculated as described under 3, 4 or 5, and if the difference resulting from such variation exceeds 5% of the amount due (as calculated following such variation), the total difference shall be shared equally between the two designated operators.

�0 Payment shall be made as quickly as possible and at the latest within six weeks from the date of acceptance or of notification of official acceptance for liquidation accounts and accounts indicating the amounts or balances to be settled. After that period the amounts due shall be chargeable with interest at the rate of 6% per annum reckoned from the day following the day of expiry of the said period. By payment is meant the dispatch of funds or of the instrument of payment (cheque, draft, etc.) or the signing of the order for transfer or deposit by the organization responsible for the transfer in the debtor country.

�� When payment is made, the document of transfer, the cheque, draft, etc., shall be accompanied by particulars of the title, period, amount in SDRs, conver-sion rate used and applicable date of such rate for each amount included in the total sum remitted. If it is not possible for details to accompany the transfer or remittance, an explanatory letter shall be provided by electronic means or else by mail and by the fastest route (air or surface) on the day that the payment is made.


K.6

The detailed explanation shall be in French or in a language understood by the designated operator to which payment is made.

Commentary250.3.1 The IMF calculates the daily rates of some 50 currencies in relation to the SDR. Each working day, these rates are made available on the IMF website: (www.imf.org/external/np/fin/rates/param_rms_mth.cfm) and are also communicated to a number of central banks or finance ministries of IMF member coun-tries, to the news agencies (AP, Reuters and Agence France-Presse) and to the specialist financial news-papers. The exchange rate for most of the world’s currencies in SDR is published in the monthly issues of “International Financial Statistics”. Publisher’s address: International Monetary Fund, WASHINGTON DC 2043�, UNITED STATES OF AMERICA.The most recent rate published is, in principle, the rate published on the IMF website at the time payment is made, it being understood that DOs will apply this provision with some flexibility.

250.8 For the sum received by the creditor DO to correspond exactly to the amount of funds transferred by the debtor DO, no deduction must be made by the DO of the third country which has agreed to act as intermediary in their reciprocal exchanges.


L.�


Section L

EMS

Article 14Electronic mail, EMS, integrated logistics and new services

1 Member countries or designated operators may agree with each other to participate in the following services, which are described in the Regula-tions:1.1 electronic mail, which is a postal service involving the electronic

transmission of messages; designated operators may enhance elec-tronic mail by offering registered electronic mail, which supplements electronic mail by providing proof of sending, proof of delivery and a secure communication channel between authenticated users;

1.2 EMS, which is a postal express service for documents and merchan-dise, and shall whenever possible be the quickest postal service by physical means. This service may be provided on the basis of the EMS Standard Multilateral Agreement or by bilateral agreement;

1.3 see section N;1.4 see section M.

2 Member countries or designated operators may by mutual consent create a new service not expressly provided for in the Acts of the Union. Charges for a new service shall be laid down by each designated operator concerned, having regard to the expenses of operating the service.

Article RL 25�EMS

� In relations between designated operators which have agreed to provide this service, EMS takes priority over other postal items. It shall consist of the collection, dispatch and delivery in a very short space of time of correspondence, documents or goods.

2 EMS shall be regulated on the basis of multilateral or bilateral agreements. Aspects that are not expressly governed by such agreements shall be subject to the appropriate provisions of the Acts of the Union.

3 This service shall wherever possible be identified by a logo as shown in the specimen below and comprising the following elements:3.� an orange wing;3.2 the letters EMS in blue;3.3 three horizontal orange stripes.

L.2

Letter Post – Conv Art �4; RL 25� and 252

The logo may be supplemented by adding the name of the national service.

4 Charges for the service shall be set by the designated operator of origin in consideration of costs and market requirements.

Commentary251.1 Supplementary provisions concerning EMS adopted by Congress or the POC are reproduced in the EMS Operational Guide published by the IB.

Article RL 252Operation of EMS

� With a view to preserving the EMS network and if circumstances so require, a member country and/or a designated operator shall have the option of providing the EMS service with private sector companies operating in another country, subject to the internal legislation in that country.

Commentary252.1 The word “circumstances” refers in particular to the situation where EMS is not provided in the country of destination.

M.�

Letter Post – Conv Art �4; RL 253

Section M

Electronic-based postal services. Telematic links


1 Member countries or designated operators may agree with each other to participate in the following services, which are described in the Regula-tions:1.1 electronic mail, which is a postal service involving the electronic

transmission of messages; designated operators may enhance elec-tronic mail by offering registered electronic mail, which supplements electronic mail by providing proof of sending, proof of delivery and a secure communication channel between authenticated users;

1.2 EMS, which is a postal express service for documents and merchan-dise, and shall whenever possible be the quickest postal service by physical means. This service may be provided on the basis of the EMS Standard Multilateral Agreement or by bilateral agreement;

1.3 integrated logistics, which is a service that responds fully to customers’ logistical requirements and includes the phases before and after the physical transmission of goods and documents;

1.4 the electronic postal certification mark, which provides evidentiary proof of an electronic event, in a given form, at a given time, and involving one or more parties.

2 Member countries or designated operators may by mutual consent create a new service not expressly provided for in the Acts of the Union. Charges for a new service shall be laid down by each designated operator concerned, having regard to the expenses of operating the service.

Commentary14.1.4 The 2004 Bucharest Congress introduced a new service: the electronic postmark.All DOs offering the electronic postmark service are expected to follow technical standard S43.

Article RL 253Hybrid mail

� Hybrid mail is an electronic-based postal service whereby the sender posts the original message in either a physical or an electronic form, which is then elec-tronically processed and converted into a letter-post item for physical delivery to the addressee. Where national legislation so permits, and when the sender or the addressee so requests, the designated operator effecting delivery may convert the original transmission received to non-physical means (such as fax, e-mail, or SMS) or to multiple means.

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Letter Post – Conv Art �4; RL 253, 254, 255 and 256

�.� Where physical delivery to the addressee is used, the information is gener-ally transmitted by electronic means for the longest possible part of the process and physically reproduced at a premises as close to the recipi-ent’s address as possible.

2 The tariffs applicable to hybrid mail are fixed by member countries or desig-nated operators, taking costs and market requirements into account.

Article RL 254Facsimile-based services

� The bureaufax range of services permits the transmission of texts and illustrations true to the original by facsimile.

Article RL 255Text-based services

� The range of text-based services permits the transmission of texts and illustrations produced by means of data-processing equipment (PC, mainframe computer).

Article RL 256Electronic postal certification mark

� In relations between designated operators which have agreed to provide this service, the electronic postal certification mark, as defined by UPU Technical Standard S43, provides a chain of evidence, stored by a designated operator as a trusted third party, to prove the existence of an electronic event, for a certain content, at a certain date and time, and involving one or more identified parties. The designated operators concerned shall ensure that they continue to adhere to UPU Technical Standard S43, in accordance with the applicable procedures adopted by the Postal Operations Council upon the recommendation of the UPU Standards Board.

2 The provision of the electronic postal certification mark service across borders shall be governed by an accepted Trust Model, as defined in a multilateral agreement between designated operators participating in this service. This Trust Model is based on the fact that the different digital provider designated operators shall mutually authenticate themselves when dealing with cross-border electronic postal certification mark transactions. This shall be done by the designated opera-tors through the exchange of the relevant information from their electronic postal certification mark Digital Identities (the keys of their electronic postal certification mark service i.e. X509 Digital Certificates).2.� Each designated operator’s digital identity constitutes a unique digital iden-

tifier (a string or a token) given by a trusted third party that shall unequiv-

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Letter Post – Conv Art �4; RL 256 and 257

ocally identify that designated operator when interacting, for electronic postal certification mark cross-border transactions purposes, with other designated operators and their users.

3 In order to allow participating designated operators to be in a position to operate a cross-border electronic postal certification mark service they shall:3.� obtain their electronic postal certification mark digital identity from a trusted

third-party digital identity provider; and3.2 inform all other designated operators offering an electronic postal certifica-

tion mark service of this identity and distribute their digital identity accord-ingly.

4 Charges for the electronic postal certification mark service shall be set by the designated operator of origin in consideration of costs and market require-ments. Each designated operator shall:4.� retain the revenue generated by its offer of the electronic postal certifica-

tion mark service unless participating designated operators agree to share the revenue from the electronic postal certification mark service; and

4.2 provide verification of the electronic postal certification mark free of addi-tional charges, regardless of where the electronic postal certification mark was applied.

5 The electronic postal certification mark service between participating designated operators shall be regulated on the basis of a multilateral agreement which shall reflect and complement the applicable provisions contained in these Regulations.5.� The multilateral agreement shall specify the provisions required to provide

the electronic postal certification mark service between member coun-tries. Participating designated operators shall, by common consent, be obligated to comply with the provisions contained in the multilateral agree-ment.

5.2 Aspects that are not expressly governed by the electronic postal certifica-tion mark multilateral agreement shall be subject to the appropriate provi-sions of the Acts of the Union.

6 The electronic postal certification mark service shall, wherever possible, be identified by a logo defined in the multilateral agreement referred to in paragraph 5 above.

Article RL 257Telematic links. General provisions

� Designated operators may agree to establish telematic links amongst them-selves and with other partners.

2 The designated operators concerned shall be free to choose the suppliers and the technical facilities (hardware and software) to support the exchange of data.

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3 In consultation with the supplier of network services, designated operators shall agree bilaterally on the method of payment for these services.

4 Designated operators shall not be financially or legally liable if another desig-nated operator fails to make the payments owed in respect of services relating to the provision of telematic links.

Article RL 258Special provisions concerning telematic links

� Designated operators shall observe internationally agreed standards to ensure system compatibility.

2 The International Bureau shall publish, maintain and update the UPU Tech-nical Standards, UPU EDI Messaging Standards and UPU Code Lists for the benefit of designated operators.

3 For exchanges of data with other designated operators and external partners, designated operators shall use messages developed within the framework of the UPU and published by the International Bureau in the UPU EDI Messaging Standards when such messages are defined and suitable for the intended exchange. Usage of such messages shall be in accordance with the provisions of article RL 267. Messages developed by other organizations may also be used once they have been approved by the UPU and published in the UPU EDI Messaging Standards.

4 The International Bureau shall regularly publish a list of available docu-ments and guides on telematic links and shall make them available on request to designated operators providing telematic services.

Article RL 259Rules for payment for telematic links

� Designated operators shall decide on the method of payment for network services following one of the three procedures outlined below:�.� the sending designated operator pays only for the messages it sends;�.2 the receiving designated operator pays only for the messages it receives;�.3 the sending and receiving designated operators agree to share equally the

cost of messages sent and received.

2 If two designated operators cannot agree on a method of payment for network services, the method described in �.� will automatically apply, unless these two designated operators can agree bilaterally on an alternative method of payment.

Letter Post – Conv Art �4; RL 257, 258 and 259

N.�


Section N

Integrated logistics service


1 Member countries or designated operators may agree with each other to participate in the following services, which are described in the Regula-tions:1.1 see section M (Electronic mail. Telematic links);1.2 see section L (EMS);1.3 integrated logistics, which is a service that responds fully to customers’

logistical requirements and includes the phases before and after the physical transmission of goods and documents;

1.4 see section M (Electronic mail. Telematic links).

Article RL 260Integrated logistics service

� In relations between designated operators which have agreed to provide this service, the integrated logistics service may include the collection, receipt, processing, storage, handling, dispatch, transfer transport and physical delivery of separate or combined documents or goods.

2 The details for an integrated logistics service involving two or more desig-nated operators shall be based on bilateral agreements. Aspects that are not expressly governed by the latter shall be subject to the appropriate provisions of the Acts of the Union.

3 Charges for the service shall be set by the designated operator of origin in consideration of costs and market requirements.

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Letter Post – Art RL 26�

Section O

Miscellaneous provisions

Article RL 26�Information to be supplied by designated operators

� Designated operators shall communicate to the International Bureau, on the forms sent by the latter, the necessary information concerning the operation of the postal service. This information shall cover, in particular, the following questions:�.� the decisions taken on the optional application of certain general provi-

sions of the Convention and of its Regulations;�.2 the reduced charges adopted under article 8 of the Constitution and details

of the services to which the charges apply;�.3 the internal postal charges applied;�.4 in accordance with article 20 of the Convention:�.4.� the quality of service targets fixed for the delivery in their country of priority

and airmail items and of non-priority and surface items;�.4.2 the latest acceptance times (LATs) for incoming international mail, at the

airport or other appropriate places;�.4.3 the latest acceptance times at the inward offices of exchange;�.4.4 the level of service that can be achieved (e.g. next-day delivery in the

capital or day after for the rest of the country);�.5 the different rates of air conveyance dues collected in accordance with

articles RL 235.4 and RL 236.�.� with the dates of application;�.6 the air surcharges or combined charges for the various categories of airmail

items and for the various countries, with an indication of the names of the countries for which unsurcharged mail is admitted.

2 Any amendment to the information mentioned under � shall be communi-cated to the International Bureau without delay, by the quickest means. Amend-ments concerning the information mentioned in �.5 must reach the International Bureau within the time limits prescribed in article RL 24�.

3 Designated operators may agree to exchange direct any information about air services in which they are interested, particularly timetables and the latest times of arrival for items coming from abroad by air to catch various deliveries.

4 The designated operators of countries which participate in the insured items service and which provide direct exchanges shall communicate to one another, by means of CN 27 tables, information concerning the exchange of these items.

5 Designated operators shall supply the International Bureau with two copies of the documentation which they publish, whether relating to the internal or inter-national service. They shall also furnish, as far as possible, other works published in their country concerning the postal service.

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Letter Post – Art RL 26�

Commentary261.1 Details of information to be supplied to the IB by DOs:– the expression they have adopted, under art RL ��5.2.� and 3.�, to indicate that the postage has

been paid;– the extraordinary conveyance dues collected under art RL 207.� together with the names of the

countries to which the dues apply and, where appropriate, particulars of the services for which the dues are payable;

– the scale of insurance charges applicable in their service to insured items in accordance with art RL �34;

– the max amount up to which they admit insurance by surface and air routes;– where necessary, a list of their offices which participate in the insured items service;– where necessary, those of their regular sea or air services used for the conveyance of ordinary items

by letter post which may be used, with a guarantee of liability, for the conveyance of insured items;– a list of their offices of exchange responsible for handling letter post with information concerning the

exact name and address of each office, as well as its telephone, telex and telefax numbers in so far as they are available;

– updated information set out in clear, precise and detailed fashion concerning customs or other regu-lations, as well as the prohibitions or restrictions governing the entry and transit of postal items in their services;

– the number of customs declarations required for items subject to customs control addressed to their country and the languages in which declarations or customs labels may be completed;

– a list of kilometric distances for land sectors followed in their countries by mails in transit;– a list of the transport services operating from their countries used for the conveyance of surface mails

(including S.A.L. mails), with details of the points of departure, places of destination, types of service, frequency, duration of transport, capacity limits, categories of mail for which transit à découvert is provided, conveyance charges per kg and, if the charges are not payable to the DO of the country of departure, the necessary comments in this connection.

With regard to the airmail service, each DO must inform the IB of:– the districts and principal towns to which mails or airmail items originating abroad are forwarded by

internal air services;– the decisions taken as regards the application of certain optional airmail provisions, including their

willingness to receive mails in CN 28 envelopes;– the rates per kg of the air conveyance dues, which it collects direct in accordance with art RL 242.2

and their date of application;– the rate per kg of the air conveyance dues for airmails in transit between two airports in the same

country, fixed in accordance with art RL 235.4, and its date of application;– the countries for which it makes up airmails;– the offices transferring transit airmails from one line to another and the min time necessary for such

transhipment;– a list of its offices of exchange responsible for the airmail service, with details of the exact name of

each office as well as its telephone, telex and telefax numbers;– details on the surface airlifted (S.A.L.) mail services provided under art RL �67;– the air conveyance rates fixed for the onward transmission of priority items and airmail items received

à découvert in accordance with the system of average rates laid down in art RL 236.�.�, and their date of application;

– the air surcharges or combined charges for priority items and the various categories of airmail items and for the various countries, with an indication of the names of the countries for which unsurcharged mail is admitted;

– where applicable, the special charges for reduction or return to origin fixed in accordance with arts RL �46.3 and RL �47.3.

DOs are requested to give the IB the information required 6 months at least before the entry into force of the Conv.The information in question is, generally speaking, the subject of the IB publications mentioned in art RL 262. Information of an exceptional or special character is always given in a circ.As a general rule, any matter of interest to the international postal service or affecting postal relations between the territories of member countries should be notified to the DOs of the UPU through the IB. If DOs are not notified, or if notifications are irregular, the IB will be unable to render the services expected of it.

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Article RL 262International Bureau publications

� The International Bureau shall publish, on the basis of information supplied in accordance with article RL 26�, an official compendium of information of general interest relating to the implementation of the Convention and its Regulations in each member country. It shall also publish similar compendia relating to the implementa-tion of the Postal Payment Services Agreement and its Regulations, on the basis of the information supplied by the member countries and/or designated operators concerned in accordance with the relative provisions in the Regulations of that Agreement.

2 It shall also publish, from information supplied by member countries and/or designated operators and, if appropriate, by the Restricted Unions as regards 2.�, or the United Nations as regards 2.5:2.� a list of addresses, heads and senior officials in charge of postal affairs of

member countries, designated operators and Restricted Unions including their e-mail addresses. The list shall, at least as concerns member coun-tries and designated operators, also contain information about any specific addresses, including e-mail addresses, in the following areas:

2.�.� international relations;2.�.2 security;2.�.3 relations with international customers;2.�.4 inquiries;2.�.5 environment;2.�.6 accounting; and2.�.7 emergency information of an operational nature (EmIS);2.2 an international list of post offices;2.3 a compendium of transit information comprising:2.3.� a list of kilometric distances relating to land sectors of mails in transit;2.3.2 a list of transit services provided for surface mail (including S.A.L. mail);2.4 a list of equivalents;2.5 a list of prohibited articles which shall also include narcotics prohibited

under the multilateral treaties on narcotics and the definitions of dangerous goods prohibited from conveyance by post drawn up by the International Civil Aviation Organization;

2.6 a compendium of designated operators’ internal charges;2.7 statistical data relating to the postal services (internal and international);2.8 studies, opinions, reports and other statements relating to the postal

service;2.9 the following three catalogues:2.9.� International Bureau library catalogue (listing the works acquired by the

library);2.9.2 International Bureau periodicals catalogue (listing the periodicals received

at the International Bureau);2.9.3 International Bureau film library catalogue (listing the films available for

loan by the International Bureau to member countries and designated operators);

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2.�0 a catalogue of postal equipment;2.�� a General List of Airmail Services (known as «Liste CN 68»), which shall

be updated at least twice a year, in June and December. The June update shall comprise the changes communicated to the International Bureau by member countries regarding their particular information in the CN 68 List. The December update shall include the changes made by member coun-tries regarding their particular information in the CN 68 List, as well as financial information on air conveyance dues within the country of destina-tion. This financial information shall come into effect on � January of the following year. Additional updates may be published if deemed necessary. The information on the UPU website shall be updated as it is made avail-able to the International Bureau�;

2.�2 a liste des distances aéropostales (List of Airmail Distances) drawn up in collaboration with the air carriers.

3 It shall also publish:3.� the Manuals of the Convention and of the Postal Payment Services Agree-

ment;3.2 the other Acts of the UPU annotated by the International Bureau;3.3 the Multilingual Vocabulary of the International Postal Service.

4 Amendments to the various publications listed under � to 3 shall be noti-fied by circular, bulletin, supplement or other appropriate means. However, any amendments to the publications listed under 2.�� and 2.�2 and the date on which the amendments take effect shall be notified to member countries and designated operators by the quickest means (air or surface), with the minimum of delay and in the most appropriate form.

5 The publications published by the International Bureau shall be distributed to member countries and designated operators in accordance with the following rules:5.� All publications, excepting the one specified under 5.2, shall be distrib-

uted in three copies, one of which shall be in the official language. The other two shall be supplied either in the official language or in the language requested in accordance with article ��0 of the General Regulations.

5.2 The periodical “Union Postale” shall be distributed in proportion to the number of contribution units assigned to each member country and desig-nated operator under article �30 of the General Regulations.

5.3 Over and above the number of copies distributed free of charge by virtue of the rules set out under 5.�, member countries and designated operators may purchase International Bureau publications at cost price.

6 Publications published by the International Bureau shall also be sent to the Restricted Unions. Commentary262.1 The compendia of information of general interest are commonly called Letter Post Compendium, Parcel Post Compendium and Postal Payment Services Compendium.


� Decision of 2009 POC, doc POC 2009.�–Doc 5.

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262.2.2 Since the 1997 edition, this publication has been distributed under the name “Universal Postal List of Localities”.

262.2.3.2 From 2006 onwards, this publication also contains information on transit à découvert for surface mail (including S.A.L. mail).

262.2.4 and 6 The 1993 EC decided to discontinue this publication.

262.2.10 This publication is distributed under the name of “List of Suppliers of Postal Equipment and Materials”.

Article RL 263Telegraphic addresses

1 For telegraphic communications exchanged between one another, desig-nated operators shall use the following telegraphic addresses:1.1 “Postgen” for telegrams intended for designated operators;1.2 “Postbur” for telegrams intended for post offices;1.3 “Postex” for telegrams intended for offices of exchange.

2 These telegraphic addresses shall be followed by the indication of the place of destination and, where appropriate, any other details considered necessary.

3 The telegraphic address of the International Bureau shall be “UPU Berne”.

4 The telegraphic addresses indicated under 1 and 3, completed as neces-sary by the indication of the dispatching office, shall also serve as the signature to telegraphic communications.

Commentary263.1.1 For special cases, see the List of addresses of heads and senior officials of postal entities, published by the IB.

263.4 The attention of DOs is drawn to the desirability of notifying their national telegraph services of their telegraphic addresses.

Article RL 264Period of retention of documents

1 Documents of the international service shall be kept for a minimum period of 18 months from the day following the date to which they refer. However, if the documents are reproduced on microfilm, microfiche or similar medium, they may be destroyed as soon as it is established that the reproduction is satisfactory.

2 Documents concerning a dispute or inquiry shall be kept until the matter has been settled. If the initiating designated operator, being duly informed of the result of the inquiry, allows six months to pass from the date of the communication without raising any objections, the matter shall be regarded as closed.

Letter Post – Art RL 262, 263 and 264

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Article RL 265Forms

� The forms shall be in conformity with the annexed specimens.

2 The texts, colours and dimensions of forms as well as other characteristics such as the position reserved for entering the barcode shall be those prescribed in these Regulations.

3 Forms for the use of the public shall bear an interlinear translation in French when they are not printed in that language.

4 Forms for the use of designated operators in their relations with one another shall be drawn up in French with or without interlinear translation, unless the desig-nated operators concerned arrange otherwise by direct agreement.

5 Forms as well as any copies thereof shall be completed in such a way that the entries are fully legible. The original form shall be sent to the appropriate designated operator or to the party most concerned.

6 Wherever an office of exchange needs to be specified on a postal form, the rules as specified in article RL �69 shall apply.

Commentary265 The �994 Seoul Congress approved a new principle for numbering forms, consisting in rearranging the existing series “C”, “AV” and “VD” series of forms in the Convention as a single series running from CN � to CN XX.

265.1 The model forms are given on loose leaves in the “Collection of UPU Forms” published by the IB, thus facilitating printing by DOs.To facilitate the running of postal operations and to ensure that all postal service docs remain in good order during their period of retention, the DOs concerned are recommended to make use of good quality materials (formal opinion C 78/Hamburg �984).In recommendation C 3�/Washington �989, Congress recommended DOs to select paper manufactured by processes that cause as little pollution as possible (ecological paper) for printed matter used in the postal services. The word “ecological” mainly means that the paper is not bleached using chlorine (ie chlo-ride gas, hypochlorite or chlorine peroxide). Bleaching with chlorine causes the emission of partic-ularly dangerous pollutants; it is also a waste of energy and adds �0 to �5% to the cost of making the paper.

265.2 If possible, the forms should be printed in green on ivory paper except where the Regulations prescribe specific colours for certain forms.

265.5 DOs must avoid as far as possible filling out by hand accounting documents that are to be sent to other DOs and, to that end, to use typewriters or computer printers to ensure the legibility of these docu-ments (recommendation C 82/Seoul �994).


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Prot Article RL XXIIForms

� Notwithstanding article RL 265, the designated operators of Brazil, Germany, Hungary (Rep.), Luxembourg and the United States of America may modify the dimensions and format of the CN 07 form.

2 Notwithstanding article RL 265.2, France may make the following changes to the CN 07 form:2.� add a barcode with bars and/or digits that complies with the technical

specifications accepted in the standards approved by the UPU;2.2 include a quiet zone in the lower part;2.3 add in the addressee box standard orange-coloured machine-readable

guide lines for writing and enlarge the “Addressee of item” and “Return to” areas;

2.4 incorporate the English version of the mandatory information to be completed at destination.

3 Notwithstanding article RL 265.2, Italy may make the following changes to the CN 07 form:3.� colour the addressee box in white and add internal machine-readable

guide lines for writing;3.2 colour the quiet zone in the lower part in white;3.3 in the “Nature of the item” box, delete the products for which the advice of

delivery service is not provided;3.4 move from the lower left-hand side to the lower right-hand side the infor-

mation concerning the signature of the form.

Article RL 266Forms for the use of the public

� For the purpose of applying article RL 265.3, the following shall be consid-ered as forms for the use of the public:CN 0� (International reply coupon);CN 07 (Advice of receipt/of delivery/of payment/of entry);CN 08 (Inquiry);CN �� (Franking note);CN �4 (Collective envelope);CN �7 (Request for withdrawal from the post, alteration or correction of address,

cancellation or alteration of the COD amount);CN �8 Declaration concerning the non-receipt (or receipt) of a postal item;CN 22 (“Customs” label);CN 23 (Customs declaration);CN 29 (COD label);CN 29ter Coupon for COD items;CN 30 (R label combined with the name of the office of origin, the number of the

item and the triangle with word “Remboursement” (Cash-on-Delivery)).

Letter Post – Prot Art RL XXII; RL 266

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Article RL 267Application of standards

� The execution of some Regulations may involve the application of certain standards. Member countries and/or designated operators should refer to the relevant UPU standard publications which contain the standards approved by the UPU.

2 Except where the application of a UPU standard is explicitly required by a reference to it in the Regulations, the application of UPU standards shall be volun-tary. Nevertheless, member countries and/or designated operators are advised to adhere to the standards that are relevant to their domestic and international operations in order to enhance processing efficiency and the interoperability of their systems and processes.

3 A UPU standard should be adopted in its entirety. Member countries and/or designated operators shall ensure that their use of a UPU standard is fully compliant with the requirements specified therein. They may deviate from recommendations only to the extent permitted by the standard concerned.


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Article 10Sustainable development

Member countries and/or their designated operators shall adopt and imple-ment a proactive sustainable development strategy focusing on environmental, social and economic action at all levels of postal operations and promote sustainable development awareness in the postal services.

Article RL 268Environmental aspects

� Designated operators should make their products and services as envi-ronment friendly as possible within the limits imposed by technologies and resources.

2 The consumption of materials and energy should be optimized and be the minimum consistent with the efficient conduct of operations.

3 Materials used should comply with non-pollution or non-toxic standards established by the relevant national and international agencies.

4 Designated operators should promote the recycling of paper and other materials. They should also promote the use of recycled materials.


P.�


Section P

Transitional and final provisions

Article 35Conditions for approval of proposals concerning the Convention and the Regulations

1 To become effective, proposals submitted to Congress relating to this Convention must be approved by a majority of the member countries present and voting which have the right to vote. At least half of the member countries represented at Congress and having the right to vote shall be present at the time of voting.

2 To become effective, proposals relating to the Letter Post Regula-tions and the Parcel Post Regulations must be approved by a majority of the members of the Postal Operations Council having the right to vote.

3 To become effective, proposals introduced between Congresses relating to this Convention and to its Final Protocol must obtain:3.1 two thirds of the votes, at least one half of the member countries of

the Union which have the right to vote having taken part in the vote, if they involve amendments;

3.2 a majority of the votes if they involve interpretation of the provisions.

4 Notwithstanding the provisions under 3.1, any member country whose national legislation is as yet incompatible with the proposed amendment may, within ninety days from the date of notification of the latter, make a written declaration to the Director General of the International Bureau stating that it is unable to accept the amendment.

P.�


Article 36Reservations at Congress

1 Any reservation which is incompatible with the object and purpose of the Union shall not be permitted.

2 As a general rule, any member country whose views are not shared by other member countries shall endeavour, as far as possible, to conform to the opinion of the majority. Reservations should be made only in cases of absolute necessity, and proper reasons given.

3 Reservations to any article of the present Convention shall be submitted to Congress as a Congress proposal written in one of the working languages of the International Bureau and in accordance with the relevant provisions of the Rules of Procedure of Congresses.

4 To become effective, proposals concerning reservations must be approved by whatever majority is required for amendment of the article to which the reservation relates.

5 In principle, reservations shall be applied on a reciprocal basis between the reserving member country and the other member countries.

6 Reservations to the present Convention shall be inserted in the Final Protocol to the present Convention, on the basis of proposals approved by Congress.

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Article 37Entry into force and duration of the Convention

1 This Convention shall come into force on 1 January 2010 and shall remain in operation until the entry into force of the Acts of the next Congress.

In witness whereof the plenipotentiaries of the Governments of the member countries have signed this Convention in a single original which shall be deposited with the Director General of the International Bureau. A copy thereof shall be delivered to each party by the International Bureau of the Universal Postal Union.

Done at Geneva, 12 August 2008

Article RL �69Entry into force and duration of the Letter Post Regulations

� These Regulations shall come into force on the day on which the Universal Postal Convention comes into operation.

� They shall have the same duration as that Convention unless the Postal Operations Council decides otherwise.

Done at Berne, on �� November �008.


�

Other decisions concerning the Convention

Other decisions concerning the provisions of the Convention applicable to Letter post and its Regulations

Decision C 3/2008Interpretation of the term «member country» replacing «postal administration» in the Acts of the Union

Congress,

In view ofthe need to amend the Acts of the Union, including the replacement of the term “postal administration” hitherto used in the Acts of the Union with the terms “member country” and “designated operator”, as requ ested by resolution C ��/2004 adopted by the Bucharest Congress (hereinafter referred to as the “replacement”), as well as the need to prevent an obstacle for each member country to ratify or accept the Acts of the Union which would be caused by the replacement,

Consideringthe fact that each member country was allowed to define the term “postal admin-istration” stipulated in the Acts of the Union within the framework of its national legislation before the replacement, based on resolution C 29/�994 adopted by the Seoul Congress, meaning that some member countries interpreted the term “postal administration” as “governmental authorities responsible for postal services which are stipulated in the Acts of the Union” and that this replacement does not intend to change the concept of the aforementioned resolution and the location of power of supervision over postal services stipulated in the Acts of Union,

Declares officially that

without prejudice to the definition provided in the Acts of the Union, the term member country may include, in order to implement the obligations arising from the Acts of the Union, the “governmental authorities responsible for postal services stipulated in the Acts of the Union” within the framework of member countries’ national legislation, as the context requires.

(Proposal 2�, Committee 3, �st meeting)

2


Resolution C 7/2008Customer relations and customer service

Congress,

Consciousof the importance of making the needs of customers the key focus of all activities of the Post as reflected in the mission and activities of the Union,

Notingthe emphasis placed on customer issues by the 2004 Congress and in the Bucha-rest World Postal Strategy and,

Stressingthe value of partnerships and partnering between the postal operators and their customers in the customer satisfaction value chain, at international, regional and national levels,

Recognizing– that weak links in the service delivery value chain will have a strong impact

on all of the suppliers and their capacity to provide quality services to customers as promised and expected;

– that despite the efforts being made to increase the focus on customer service, there is not yet universal implementation of standards, guidelines and best practices by all of the service suppliers in the universal service value chain and network;

– the need to share knowledge, best practices and conduct benchmarking to monitor and ensure progress,

Urges

– the postal operators of Union member countries to: • make the needs of customers the key focus of their activities; • adopt and promulgate a customer service charter; • commit to act as customers and suppliers to each other; • share information, resources and experience in targeted customer

service areas; • make customer relations management and customer service a key

focus of their training programmes; • participate in the activities undertaken at Union level,– the Restricted Unions to: • support the efforts of their members to become customer driven; • facilitate the development of marketing expertise,

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Instructs

the Postal Operations Council, in conjunction with the International Bureau, to ensure that appropriate attention is paid to POC and CA initiatives and proposals that impact on customers, particularly initiatives and proposals that may affect costs and prices, and that, where possible, formal consultation with customer groups is undertaken to gauge external opinion,

Further instructs

the Postal Operations Council, in conjunction with the International Bureau, to:– assist the postal operators of Union member countries to become more

customer oriented, facilitating the sharing of best customer relations prac-tices and developing capacity and capabilities in all areas of customer service relationships;

– monitor developments and participate in the work of other organizations at regional and international levels in the areas of customer services and customer relations;

– include in its work programme the following key issues: a Customer service charter: encourage and facilitate its adoption; b Customer satisfaction surveys: encourage and facilitate the under-

taking of surveys which include both end customers and internal customers in the service delivery value chain. Apply benchmarking to monitor progress;

c Customer service and complaints management: ensure that continual improvement of the complaints-handling process and the overall quality of service and customer service are a permanent focus and objective of postal organizations;

d Training of staff in customer management and service areas: the Union’s activities devoted to capacity building, including the related training programmes, should place emphasis on customer issues;

e Customer service commitment to build a customer-supplier rela-tionship: all of the postal operators of Union member countries with universal postal service obligations should commit to act on customers’ needs and act as customers and suppliers to each other;

f Customer day: take steps to encourage member countries to hold a customer day each year to improve interaction with, and seek feedback from, customers,

Invites

the Consultative Committee to participate actively in POC customer relations activi-ties to ensure that customer issues are brought to the fore in POC deliberations.

(Proposal 3�, Committee 7, �st meeting)

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Resolution C 9/2008Direct mail markets development

Congress,

Taking noteof the activities undertaken during the period 2005–2008 aimed at developing direct mail markets around the world,

Considering– direct mail’s growing importance in terms of overall letter-mail volumes;– that direct mail is helping to counter the decline of traditional letter mail;– that the development of direct mail markets encompasses numerous

opportunities to increase the volumes, revenues and profitability of the postal services;

– that increased direct mail activities promote the growth of many other traditional and value-added postal products and services, including letters, parcels, logistics and financial services,

Awarethat countries and regions are at different stages of direct mail market develop-ment,

Acknowledgingthe economic benefits to countries, designated operators and other industry stake-holders in the direct mail value chain,

Convincedof the value of strengthening relations with these stakeholders for mutual benefit,

Recognizingthe value and positive role of the Union and its Direct Mail Advisory Board in guiding the Postal Operations Council on matters relating to direct mail and in providing valuable industry expertise to postal operators in general,

Urges

Member countries and their designated operators to undertake activities aimed at:– fostering the development of the local direct mail market as a means of

promoting economic and market expansion;– increasing direct mail volumes domestically and internationally;– increasing expertise in direct mail marketing as used by businesses to

acquire and retain customers;– educating other stakeholders about direct mail and direct marketing so

that they acquire the necessary skills;

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– improving knowledge of the direct mail market and developing tools to monitor volume growth and quality,

Instructs

the Postal Operations Council, in conjunction with the International Bureau, to:– continue the work of the DMAB, aimed at fostering the growth of direct

mail as a factor of economic and market expansion, by increasing market knowledge and by developing the expertise of stakeholders at all levels;

– continue to promote the development of direct mail markets worldwide in partnership with the industry,

Also instructs

the International Bureau to maintain at least the current level of resources to manage and implement the activity plans defined by the DMAB.

(Proposal 33, Committee 7, �st meeting)

Resolution C 10/2008Postal market development

Congress,

In view ofthe rapidly changing postal environment, including globalization, liberalization, competition, regulation, new technologies and more sophisticated customer demand,

Notingthe urgent need for postal services to become more enterprising, innovative and viable, and the particular need for developing countries to upgrade postal networks and services,

Also notingthe twin imperatives of governments to effect change without impairing the postal services’ ability to maintain and improve services, including the provision of high quality universal service,

Recognizingthe gap between UPU designated operators in terms of market knowledge,

Acknowledgingthe activities undertaken by the Postal Operations Council (POC) during the 2005–2008 period, directed at facilitating access to knowledge and expertise in market development,

�


Further notingthe valuable cooperation and results achieved through the work of POC Project Groups,

Also acknowledgingthe emphasis placed on postal market development in the Nairobi Postal Strategy,

Mindful thatthe market segments of letter post, and value-added letter services, parcels and postal financial services, will continue to be valued businesses of designated operators,

Awareof the value to the customer and the postal industry of other products and services in the courier, express, logistics and E-business market segments,

Further acknowledgingthe benefits of market growth that flow to all postal sector stakeholders,

Urges

governments to:– provide the necessary framework for the growth of postal markets;– create a business environment that will enable and encourage the postal

services to improve performance and satisfy customer needs,

Invites

designated operators and Restricted Unions to:– cooperate with the bodies of the Union to increase market knowledge and

respond rapidly to the changing business environment;– take advantage of the postal infrastructure to diversify the portfolio of

products and services made available through the postal network;– improve capabilities in marketing and sales functions,

Instructs

the Postal Operations Council to:– facilitate the growth of letter post, parcels and postal financial services

markets, as well as express services, logistics and E-business, including hybrid mail, E-shopping, electronic postal certification and .post;

– increase market knowledge by monitoring changes and measuring growth within the industry and disseminating the information widely to all stake-holders;

– develop programmes designed to increase capabilities in business devel-opment, marketing and sales;

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– create or maintain business relationships and partnerships at international level that help meet the market growth objective,

Also invites

the Consultative Committee to participate actively in the work of the POC to facili-tate market growth.


Resolution C 11/2008Future work on development of an action plan for letter post

Congress,

Consciousthat the mission of the Union, as set out in the Preamble to its Constitution “… is to stimulate the lasting development of efficient and accessible universal postal services of quality in order to facilitate communication between inhabitants of the world ...”,

Recognizingthat the universal postal service is a core value of the Union and of its members in order to support the single postal territory of the Union, as expressed in article 3 – Universal postal service of the Universal Postal Convention (Bucharest),

Realizingthat the permanent provision of quality basic postal services at all points in the territory of the member countries of the Union, at affordable prices, carries with it the need to “... ensure that the universal postal service is provided on a viable basis, thus guaranteeing its sustainability.”, as set out in article 3, paragraph 4, of the Convention, and that basic and supplementary letter-post services constitute a fundamental core of quality basic postal services throughout the world,

Noting howeverthat, despite specific mandates given by past Congresses to consider how to improve various letter-post services, there is no integrated, forward-looking plan that would address the fundamental needs of the world’s inhabitants for modernized letter-post services and the specific challenges and opportunities for letter-post services in a 2�st century environment,

Recognizingthat other product and service areas covered under the Acts of the Union, such as postal parcels, postal financial services, electronic products and services and EMS, have benefited from being guided by a similar integrated overall action plan that takes into account all aspects of how the Union and its various stakeholders can mobilize resources and innovate to ensure the continued success of the

8


Union’s member countries in these areas, and to foster international trade and postal development,

Exhorts

the Postal Operations Council to:– support all viable means to foster universal postal service for letter-post

services through innovation and appropriate investment in the moderniza-tion of basic and supplementary letter-post services so as to ensure its sustainability;

– encourage initiatives to effect the positive changes needed to assure the sustainability of basic and special letter-post services on the territory of their respective member countries,

Further exhorts

the parties concerned to take active steps to invest in modernized basic and supplementary letter-post services, with a view to fostering the sustainability and economic viability of the universal postal service for letter post,

Instructs

the bodies of the Union:– to all take active steps, in their respective areas of responsibility, to ensure

the development of an integrated, forward-looking overall plan for letter-post services within the ambit of the Universal Postal Union, as a critical part of the Union’s strategic planning for the future;

– to establish a group responsible for developing such an integrated action plan for the period 20�0–20�3 and beyond, with emphasis on:

• market conditions and customer expectations, • a strategy for letter-post services, • product segmentation (including a review for the classification of

mail items within the letter post and parcel post segments), devel-opment and improvement plans, and timetables,

• extending the exchange of electronic data, quality of service meas-urement and the integration of additional service features and linking them with pay-for-performance incentives where appropriate,

• a harmonious implementation of the action plan developed through cooperation and coordination between the bodies of the Union;

– to take, prior to the 20�2 Congress, specific initiatives within their respec-tive areas of responsibility to put in place elements of the action plan that they have developed and approved;

– to present to the 20�2 Congress, as appropriate, proposals designed to ensure the implementation of elements of the overall action plan during the 20�4 to 20�7 period.


9


Resolution C 12/2008Innovation as key to the future of the postal network

Congress,

Notingthe dramatic changes taking place in the postal environment and the accelerating speed of transformation, which require changes in postal products, business models, solutions and management practices,

Recognizingthe need to keep pace with ongoing developments and to adapt postal products and procedures in line with the new demands arising from recent advancements and transformations,

Re-emphasizingthe mission of the Union to “stimulate the lasting development of efficient and accessible universal services of quality”,

Acknowledgingthe role of innovation and of innovative postal products, solutions and business models in efforts to maintain and further strengthen the competitiveness of member countries,

Decides

to mark the four-year cycle ending with the 20�2 Union Congress by highlighting the theme “Innovation in the postal sector”,

Invites

member countries to take account of advances in the development of postal prod-ucts, solutions and business models, and to endeavour to create new and adaptive services and trends based on those advances,

Instructs

the Postal Operations Council, assisted by the International Bureau, to:– set up an internal body responsible for conducting regular studies on inno-

vation in the postal sector (innovative postal products, solutions, business models and management practices);

– promote a culture of innovation among member countries;– formulate measures to promote innovation and evaluate the impact of

innovation on quality of service;– develop a strategy for innovation in the international postal service;– benchmark innovative products, solutions, business models and manage-

ment practices;

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– submit the results and findings of this work to the Council of Administra-tion.

(Proposal �3, Committee 7, �st meeting)

Resolution C 13/2008Insured service

Congress,

Consideringresolution C 27 of the 2004 Bucharest Congress on customer relations, which focused on helping designated operators to become more customer-oriented and responsive to their changing needs,

Also consideringconcepts such as “customer care”, which is already included in the Union mission, and the importance given in postal strategies to the role of the customers in promoting postal services and increasing the range of services according to the needs of the customers,

Awareof the fact that the provision of insured letter-post items is a potential growth area for the international mail services and the existence of the insured service in almost all the Union member countries, especially those with strong labour markets, will not only attract the attention of customers, but also increase the revenue and traffic of designated operators,

Instructs

the Postal Operations Council to study the subject and, in collaboration with the International Bureau, take the necessary action for collecting the views of all the member countries as regards the inclusion of this service among the basic services, and adopt suitable strategies in this regard.


Resolution C 14/2008International registered, insured and Exprès services (international value-added letter services)

Congress,

Acknowledgingthat the provision of value-added letters is a potential growth area for international mail services because customers have high expectations and need to know quickly,

��


by electronic means, first of all if and when their registered or insured letter or Exprès item has arrived in the destination country and, secondly, if it has been delivered or if delivery has been attempted,

Awarethat a number of designated operators are scanning registered, insured and Exprès items on receipt so that confirmation of delivery can be transmitted electronically, resulting in designated operators of origin being able to improve their customer service by uploading this information to their domestic websites so that customers can see the information themselves,

Further awarethat this also reduces costs and time, in that it eliminates the need for customers to contact their local customer care service,

Recognizingthat these services have been improved and developed to meet the needs of customers, in particular, the growth in small packets resulting from Internet purchases and business documents,

Notingthat Letter Post Regulations relating to Exprès items, registered items and insured items have been amended to facilitate these developments and amended further to facilitate the use of an electronic CN 08,

Instructs

the Postal Operations Council:– to monitor the further development of these international value-added

letter services by seeking progress reports from the designated opera-tors;

– to encourage all Union member countries and their designated operators to exchange data concerning these international value-added letter serv-ices, in accordance with the Union’s technical standards, by incorporating further provisions for this in the Letter Post Regulations, if necessary.


Resolution C 15/2008Quality of Service Fund

Congress,

Having examinedthe report submitted by the Postal Operations Council on the progress of the Quality of Service Fund (CONGRÈS–Doc 3� and Add �),

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Notingthat in its eight years of activity, the QSF has launched more than 400 projects which have had a substantial impact in terms of improving the quality of the mail service in over �50 beneficiary designated operators,

Observingthat, through the volume of financial resources released, the Fund has become a vital component in the Union’s development cooperation system,

Awarethat the Fund’s innovative structures and operating rules have enabled the Board of Trustees, with the support of the International Bureau and in collaboration with the Restricted Unions, to manage the Fund’s financial resources effectively and foster close regional cooperation, as demonstrated by the regional and global projects,

Concernedthat, despite the changes in the method of calculating QSF contributions introduced by the Bucharest Congress, the revenues generated do not appear to adequately address the service quality investment costs of the least developed countries (LDCs) and certain countries in a special position,

Bearing in mindthe need to rationalize and expedite the use of all the resources available, and the ongoing concern about ensuring the overall coherence of the Union’s activities, more specifically in the area of development of service quality for international mail with focus on performance measurement and evaluation and enhancement of network operations,

Persuadedthat the efforts made by the Board of Trustees and the Postal Operations Council with the support of the International Bureau to optimize and simplify the Fund’s rules must be continued, as must the efforts to coordinate the formulation, moni-toring and evaluation of QSF projects,

Also convincedthat extending the Trust’s duration and guaranteeing the funding for its activities for 20�0 to 20�3 would be fully consistent with Objective � of the Nairobi Postal Strategy and would constitute a major source of funding for activities related to the fields described in article 7.2.� of the QSF Deed of Trust,

Further convincedthat, depending on the decisions taken on terminal dues and assuming that inter-national mail flows remain stable, it would be desirable that the level of annual financing generated by the Fund between 200� and 2009 be maintained, as far as possible, from 20�0 to 20�3,

�3


Attentiveto the need to hold elections to choose the members of the QSF Board of Trustees, whose current incumbents have remained in place since 200�,

Decides:

– that the date for dissolving the Trust, which is currently set at 3� December 20�2, shall therefore be postponed until 3� December 20��;

– that the link between the Fund and terminal dues shall be maintained;– that QSF projects should continue to focus on improvements in the quality

of service of beneficiary designated operators, particularly the quality of the inbound letter-mail flows subject to terminal dues;

– that the Fund’s objectives and the fundamental responsibilities of the Board of Trustees as the Trust management body reporting to the POC shall remain unchanged for the period 20�0–20�3;

– that QSF work on improving the quality of the universal service in the beneficiary designated operators shall continue during the 20�0–20�3 period;

– that new elections for membership in the QSF Board of Trustees shall take place after the 24th Congress,

Instructs:

– the Postal Operations Council: • to modify article 2.3 of the Deed of Trust so that a new QSF Board

of Trustees can be elected before the end of the Trust; • to propose, at its 2009 session, procedures for electing the members

of the QSF Board of Trustees, bearing in mind that the structure and timing of these elections should ensure both the accountability of Board members and a high level of continuity of knowledge and experience within the Board of Trustees itself;

• to produce, on the basis of recommendations formulated by the Board of Trustees, updates to the Deed of Trust, the Project Management Manual and the Financial Management Manual, bearing in mind the need to:

– take account of the Congress decisions, in particular those concerning the lists of QSF settlor and beneficiary desig-nated operators, as well as the level and method of calcu-lating QSF contributions,

– analyze and adapt the rules governing the QSF, – facilitate access to Fund resources and accelerate the

submission of project proposals and use of available QSF funds by introducing further flexibility in the procedures applicable to the operational and financial management of QSF projects, including regional and global projects,

– facilitate the submission and implementation of projects relating to quality measurement systems such as the global

�4


monitoring system endorsed by the Union which are finan-cially affordable for the beneficiary designated operators;

– the International Bureau: • to continue to provide the secretariat for the Board of Trustees and

administer the QSF accounts during the 20�0–20�� period, • in view of the Nairobi Postal Strategy and its implementation,

in particular through regional development plans, to take into account the benefits of aligning QSF projects with other projects assisting improvements to the postal networks and the formulation of regional and global QSF projects,

• to encourage beneficiary designated operators to present projects financed by the QSF and multi-year integrated projects (MIPs).

(Proposal 49, Committee 8, 3rd meeting)

Resolution C 17/2008Classification of countries and territories for terminal dues and Quality of Service Fund purposes

Congress,

Bearing in mindthe ongoing reform of the Union terminal dues system, which is intended to be country-specific and affordable, and must maintain the universal service obligation of affordable and accessible postal services for all persons,

Taking into accountthe classification of countries, which defines member countries and territories as either target, new target or transition countries,

Consideringthat the “one size fits all” approach to postal development indicators and the linked country classification will unavoidably result in an extremely limited number of results that might not be equitable,

Consciousthat the growing impact of globalization is resulting in a number of smaller member countries having to make rapid transitions from agricultural economies to service economies,

Also consciousthat certain countries that are mostly dependent on diminishing natural resources are transitioning to service economies,

Awarethat rapid shifts to service economies do not permit the timely but critical social and other infrastructural development for these member countries, or the training

�5


and development of their peoples to access the new economic mainstreams of these economies,

Notingthat globalization has seen a growing trend in multinational corporations relocating their operations to these newly established service economies, including the relo-cation of a vast number of highly paid but transient workers who have the core competencies and skills to support these operations,

Also notingthat several member countries that essentially depend on natural resources in their national economies attract, in a noticeable way, foreign workers from other developing or least developed countries, and that these foreign workers exceed in their numbers the local populations,

Also awarethat these foreign workers can be either highly paid compared to the local popu-lation, or lowly paid compared to the local population, either instance creating an imbalance in the purchasing capacity of the populations,

Acknowledgingthat in these new markets there will, for the foreseeable future, be a multi-tiered economy which will skew the statistical data and criteria used to classify these member countries, specifically the GNI and GDP,

Realizingthat these data will not accurately reflect the economic realities of the local popu-lations of these member countries,

Observingthat any increases in local postal tariffs have the potential to place these admin-istrations in conflict with the universal service obligation of the Universal Postal Union for their populations,

Instructs

the Council of Administration:– to develop and implement a process for submission of well argued and

evidenced appeals to account for anomalies or inconsistencies in indi-vidual country classification cases;

– to reclassify countries which can prove with well argued evidence that there are valid reasons why their right to be kept in the transition system should be preserved;

– to hear any appeals and issue a decision no later than the Council of Administration session of 2009.

(Proposal 7�.Rev �, Committee 5, 2nd meeting)

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Resolution C 18/2008Classification of countries and territories for terminal dues and Quality of Service Fund (QSF) purposes

Congress,

Having adoptedthe provisions of the Union’s new terminal dues system,

Consideringthat Bucharest Congress resolution C �3/2004 instructed the Council of Adminis-tration to establish an acceptable system for the classification of countries,

Having observedthat the need for preferential terminal dues rates decreases with the country-specific potential to self-finance postal development and increases with the country-specific difficulties in serving the postal territory and with the postal service level provided,

Notingthat the gross national income per capita reflects the potential to self-finance postal development and that the average costs per letter reflect the difficulties in serving the postal territory,

Bearing in mindthat the special needs of small countries/territories, i.e. small island developing countries/territories and land-locked countries/territories in similar circumstances, have to be fully taken into consideration,

Recognizingthe special needs of least developed countries for preferential treatment,

Decides

– to endorse the methodology for the classification of countries in five groups, as described in CONGRÈS–Doc �9.Rev �.Annexes � and 2, subject to the following adjustments:

• the maximum value of the postal development indicator (PDI) in Group 5, used for purposes of classification in Group 4, should not include the highest PDI value of countries found to be eligible for graduation from the list of least developed countries (LDCs) prepared by the United Nations Economic and Social Council (UNECOSOC);

• paragraph 24 in CONGRÈS–Doc �9.Rev �.Annex 2 should be deleted so that countries are not assigned to a different group solely on the basis of not having provided tariff data for purposes of classification;

– to adopt a four-year classification cycle as of 20�0;

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– on the classification of countries in five groups for terminal dues and quality of service fund purposes, as shown in the lists in Annex �. The provisions concerning terminal dues rates and levels of contribution and access to QSF funds are specified in the Convention,

Authorizes

the Council of Administration to decide on the temporary downward reclassifica-tion of countries due to war or extremely severe economic crisis.

(Proposal 8�, Committee 5, 2nd meeting)

Annexe 1

Group 1.1 – List of countries and territories that were in the target system prior to 2010, that apply the target terminal dues system during the period from 2010 to 2013, and that contribute to the Quality of Service Fund as provided for in article 31 of the Convention

Countries and territories PDI value

Australia 0.403– Norfolk Island –�

Austria 0.�23Belgium 0.594Canada 0.4�8Denmark 0.75�– Faröe Islands –�

– Greenland 0.294Finland 0.599France 0.558– French Overseas Territories coming within the Union’s jurisdiction by virtue of article 23 of the Constitution: – – French Polynesia 0.347– – New Caledonia 0.230– – Wallis and Futuna Islands 0.04�Germany 0.�35Great Britain:– United Kingdom of Great Britain and Northern Ireland 0.�09– Guernsey 0.585– Isle of Man 0.599– Jersey 0.777Overseas Territories (United Kingdom of Great Britain and Northern Ireland): – Falkland Islands (Malvinas) 0.2�4

� These countries and territories have been classified based on their previous status as target countries and territories and not on their PDI value, due to the unavailability of data.

�8


– Gibraltar 0.535– Pitcairn Islands –�

– Tristan da Cunha –�

Greece 0.33�Iceland 0.5�5Ireland 0.579Israel 0.3��Italy 0.420Japan 0.548Liechtenstein 0.90�Luxembourg 0.937Monaco 0.55�Netherlands 0.�4�New Zealand 0.355Norway 0.897Portugal 0.289San Marino 0.�84Spain 0.373Sweden 0.582Switzerland 0.853United States of America 0.�48Vatican –�

Group 1.2 – List of countries and territories that were in the transition system prior to 2010, that apply the target terminal dues system during the period from 2010 to 2013, and that contribute to the Quality of Service Fund as provided for in article 31 of the Convention


Bahamas 0.3�9Hong Kong, China 0.428Overseas Territories (United Kingdom of Great Britain and Northern Ireland):– Anguilla 0.32�– Bermuda 0.724– British Virgin Islands 0.7�4– Cayman Islands 0.789– Turks and Caicos Islands 0.34�Kuwait 0.3�4Aruba 0.354Qatar 0.572

� These countries and territories have been classified based on their previous status as target countries and territories and not on their PDI value, due to the unavailability of data.


�9


Singapore 0.432Slovenia 0.387United Arab Emirates 0.389

Group 2 – List of countries and territories that apply the transition terminal dues system in 2010 and 2011 and the target terminal dues system in 2012 and 2013, that benefit from and contribute to the Quality of Service Fund as provided for in article 31 of the Convention


Antigua and Barbuda 0.��9Bahrain (Kingdom) 0.248Barbados 0.225Brunei Darussalam 0.3��Macao, China 0.277Croatia 0.��3Cyprus 0.298Czech Rep. 0.28�Dominica 0.�47Estonia 0.235Fiji 0.�50Overseas Territories (United Kingdom of Great Britain and Northern Ireland): – Montserrat 0.�42Grenada 0.�75Hungary (Rep.) 0.220Korea (Rep.) 0.28�Malta 0.280Netherlands Antilles 0.242Territory under New Zealand: – Cook Islands 0.�9�Poland 0.�40Saint Christopher (St. Kitts) and Nevis 0.�55Saudi Arabia 0.�55Slovakia 0.�73Trinidad and Tobago 0.��


20


Group 3 – List of countries and territories that apply the transition terminal dues system during the period from 2010 to 2013, that benefit from and contribute to the Quality of Service Fund as provided for in article 31 of the Convention


Argentina 0.058Belarus 0.073Belize 0.04�Botswana 0.0�0Brazil 0.079Bulgaria (Rep.) 0.057Chile 0.08�China (People’s Rep.) 0.0�0Costa Rica 0.0�4Cuba 0.049Gabon 0.05�Jamaica 0.�09Latvia 0.�34Lebanon 0.0��Libyan Jamahiriya 0.07�Lithuania 0.�22Malaysia 0.�0�Mauritius 0.097Mexico 0.088Montenegro 0.0�3Nauru 0.�08Oman 0.�2�Panama (Rep.) 0.0�0Romania 0.07�Russian Federation 0.0�9Saint Lucia 0.094Saint Vincent and the Grenadines 0.05�Serbia 0.0�7Seychelles 0.��9South Africa 0.0��Swaziland 0.04�Thailand 0.057the former Yugoslav Republic of Macedonia 0.047Tonga 0.059Turkey 0.0�9Ukraine 0.050Uruguay 0.058Venezuela (Bolivarian Rep.) 0.0�5

2�


Group 4 – List of countries and territories that apply the transition terminal dues system during the period from 2010 to 2013, that benefit from and contribute to the Quality of Service Fund as provided for in article 31 of the Convention


Albania 0.032Algeria 0.035Armenia 0.02�Azerbaijan 0.020Bolivia 0.0��Bosnia and Herzegovina 0.045Cameroon 0.0��Cape Verde 0.024Colombia 0.033Congo (Rep.) 0.0�0Côte d’Ivoire (Rep.) 0.0�2Dem. People’s Rep. of Korea 0.0�4Dominican Republic 0.030Ecuador 0.03�Egypt 0.0��El Salvador 0.029Georgia 0.0��Ghana 0.0�5Overseas Territories (United Kingdom of Great Britain and Northern Ireland): – Ascension 0.033– St. Helena 0.029Guatemala 0.029Guyana 0.0�3Honduras (Rep.) 0.0�3India 0.0�5Indonesia 0.020Iran (Islamic Rep.) 0.040Iraq 0.0�7Jordan 0.032Kazakhstan 0.042Kenya 0.0��Kyrgyzstan 0.007Moldova 0.0�8Mongolia 0.0�0Morocco 0.032Namibia 0.037Nicaragua 0.0��Nigeria 0.00�Territories under New Zealand: – Niue 0.04�

22


– Tokelau 0.0�8Pakistan 0.0��Papua New Guinea 0.009Paraguay 0.0�4Peru 0.03�Philippines 0.0�7Sri Lanka 0.034Suriname 0.044Syrian Arab Rep. 0.0��Tajikistan 0.0�7Tunisia 0.043Turkmenistan 0.0��Territory of the United States of America: – Samoa 0.040Uzbekistan 0.008Viet Nam 0.0�5Zimbabwe 0.00�

Group 5 – List of countries and territories that apply the transition terminal dues system during the period from 2010 to 2013 and that benefit from the Quality of Service Fund as provided for in article 31 of the Convention


Afghanistan 0.002Angola 0.020Bangladesh 0.00�Benin 0.007Bhutan 0.0��Burkina Faso 0.004Burundi 0.00�Cambodia 0.004Central African Rep. 0.003Chad 0.004Comoros 0.009Democratic Republic of the Congo 0.000Djibouti 0.0��Equatorial Guinea 0.095Eritrea 0.002Ethiopia 0.002Gambia 0.002Guinea 0.004Guinea-Bissau 0.002Haiti 0.004Kiribati 0.0�4


23


Lao People’s Dem. Rep. 0.004Lesotho 0.0�2Liberia 0.00�Madagascar 0.003Malawi 0.007Maldives 0.033Mali 0.004Mauritania 0.007Mozambique 0.003Myanmar 0.007Nepal 0.00�Niger 0.002Rwanda 0.005Samoa 0.029Sao Tomé and Principe 0.0�3Senegal 0.008Sierra Leone 0.002Solomon Islands 0.008Somalia 0.002Sudan 0.007Tanzania (United Rep.) 0.005Timor-Leste (Dem. Rep.) 0.02�Togo 0.00�Tuvalu 0.04�Uganda 0.004Vanuatu 0.0�8Yemen 0.007Zambia 0.007

Resolution C 20/2008Nairobi Postal Strategy

Congress,

Taking account of:– the fruitful and intensive discussions which took place during the UPU’s

Strategy Conference in Dubai in November 200�;– the work of the Council of Administration and the Postal Operations Council

in the area of strategic planning;– the conclusions and views expressed during a series of regional round

tables, held throughout 2007, which provided over �50 countries with the opportunity to discuss the draft Nairobi Postal Strategy while outlining their own regional priorities;

– the results of the work of Congress as a whole,


24


Also taking account ofthe draft Nairobi Postal Strategy, prepared collaboratively by the CA, the POC and the International Bureau, which takes into consideration the views expressed during a general consultation of the Chairmen of the CA and POC Committees, Action Groups and Project Groups, all Union member countries, and the Restricted Unions,

Awareof the continuing need to adapt the provision of postal services to developments in the postal environment and the changing needs of customers,

Approves

the Nairobi Postal Strategy,

Appeals urgently

to governments, designated operators and the Restricted Unions to take all neces-sary action to implement the Nairobi Postal Strategy, adapting it as necessary to their regional, national and legislative particularities,

Invites

the regions and the Restricted Unions to integrate the relevant elements of the Nairobi Postal Strategy into their respective priorities and action programmes,

Instructs

the permanent bodies of the Union, in accordance with the provisions set out in its General Regulations:– to implement the objectives and programmes defined in the Nairobi Postal

Strategy;– to take without delay, within the framework of their respective competen-

cies, all appropriate measures to attain the objectives set and, to this end, determine means of implementing the strategies to achieve the expected results;

– to regularly examine the state of implementation of the Nairobi Postal Strategy and, following this examination, to:

• make whatever changes in direction and adjustments that are necessary;

• reassign available resources, whilst noting that the degree of implementation of the Nairobi Postal Strategy will be subject to the ceiling of expenses set and approved by Congress as well as by the budget established and approved by the newly-elected CA;

– to support member countries in the implementation of the Nairobi Postal Strategy, in particular by establishing procedures for carrying out the strat-egies;

25


– to regularly disseminate the results achieved to Union member countries;– to report to the next Congress on the results achieved and the experi-

ences recorded.

(CONGRÈS–Doc 38.Add 2, 5th plenary meeting)

Resolution C 21/2008Continuation of activities to study and refine the Acts of the Union after the 24th Congress

Congress,

Commendingthe Acts of the Union Project Group and Committee 2 of the Council of Administra-tion for their accomplishments during the four-year cycle from 2005 to 2008,

Observingthat the Acts of the Union Project Group undertook to study measures to intro-duce greater precision in the Acts through the expanded use of definitions and differentiation between the terms “postal administration”, “member country” and “designated operator”,

Consideringthat the effort to review, clarify, and harmonize the Acts of the Union will promote their readability and thereby simplify interpretation of the Acts,

Noting with satisfactionthat the UPU practical guide for drafting legislative texts was published as a result of the work carried out by the Acts of the Union Project Group,

Anticipatingthat the introduction and adoption of amendments to the Acts at this Congress may require further substantive review of the texts,

Convincedthat the provisions of the Acts of the Union as well as other legal texts of the Union should be further reviewed and refined in order to ensure the coherence and harmonization of the texts of the UPU Acts during the next four-year cycle after the 24th Congress,

Instructs

the Council of Administration, with the support of the International Bureau:– to review the Acts of the Union in order to identify inconsistencies and

enhance the clarity of these Acts;

2�


– to submit proposals to modify the Acts of the Union to the next Con-gress.


Resolution C 22/2008Study on the topical value of certain provisions of the Acts of the Union

Congress,

Awarethat the Convention of the Universal Postal Union came into force on � July �875, that the regulatory framework of the Union has since then undergone numerous changes, and that it has been adapted from time to time over the years,

Notingthat in spite of all these changes certain provisions of the Acts of the Union may have become obsolete or may no longer meet the realities of the present day,

Also awarethat the international postal market is changing rapidly and that international universal postal services nowadays compete with other forms of communication, notably electronic services, which are often considered to be more modern and more efficient,

Acknowledgingthat an initiative for updating the Acts of the Union will be considered as another sign that the world’s postal services are going along with such developments and are making serious efforts to align the regulations for the exchange of international mail with trends in society and technical progress,

Also acknowledgingthat such an initiative is not intended to redo all the good work carried out in the recent past for the recast of the Acts of the Union, and will have no influence what-soever on the guiding principles of the Acts of the Union, but has to be considered as a logical next step in the continuous process of bringing the provisions of the Acts of the Union up to date in order to maintain and enhance their value for optimal regulation of the exchange of international mail,

Convincedthat the awareness that the topical value of the provisions of the Acts of the Union is under permanent scrutiny will contribute to the recognition of the Acts of the Union as the undisputed base for the regulation of the exchange of international mail now and in the future,

27


Also convincedthat a broadly based initiative will ensure an integral approach and will thus prevent Union members from each submitting proposals for certain areas of interest only, which could result in a lack of coherence,

Instructs

The Council of Administration and the Postal Operations Council to take the necessary initiatives for undertaking a common study for the determination of those provisions of the Convention and the Letter Post and Parcel Post Regula-tions which may have become obsolete or may need to be adapted or completed to align them with related developments, and giving guidance to the realization of solutions on the basis of the findings.


Resolution C 23/2008Development of postal security standards

Congress,

Acknowledgingthat the provision of quality universal postal services relies upon a secure and efficient postal network,

Further acknowledgingthat the modern Post will be dependent on a harmonized approach to the protec-tion of employees, property and mail,

Notingthe need to develop and maintain consumer trust and to secure interagency elec-tronic communications,

Further notingthat the development of standards is an integral component in improving the inter-operability, quality and efficiency of the three-dimensional postal network,

Awareof the World Customs Organization’s development of the SAFE Framework of Standards to Facilitate Global Trade,

Also awareof the development of regional and international cargo supply chain security models which do not adequately address the operational needs for the postal sector,

28


Understandingthe complexity of the international mail transportation network and endorsing the development of security measures based upon a risk analysis of the current threats and vulnerabilities and the certification and accreditation of systems,

Recognizingthe need for the Universal Postal Union and its members to be proactive in the development of security-related standards which are dedicated to the postal sector,

Endorses

the development of minimum security standards and procedures to facilitate the overall security of the international mail transportation network,

Charges

the Council of Administration, the Postal Operations Council and the International Bureau, each within its own area of responsibility, to manage the development of physical and process security standards which are sufficiently flexible and possess the ability to be adapted within the existing operational risk management framework of each designated operator. The minimum security standards should include the broad areas of mail transportation equipment, access control, personnel security and screening, physical and procedural security, information technology security and training.

(Proposal 05.Rev �, Committee 7, 3rd meeting)

Resolution C 24/2008Future organization of UPU standardization activities

Congress,

Having consideredthe report of the Postal Operations Council on Union standardization activities (CONGRÈS–Doc 22),

Having notedthe considerable achievements resulting from the activities of the Union’s Standards Board (SB) during the 2005–2008 period,

Awarethat standardization is considered as a core activity of the Union and a vital part of the functioning of the Union,

Recognizingthat standards will be a key pillar of the Nairobi Postal Strategy,

29


Further recognizingthe need to strengthen the role of the Union in the development of standards for the postal sector,

Convincedthat the Union should continue to play a leading role in postal standardization activities and should adopt a proactive approach in facilitating developments in this area,

Stressingthe importance of maintaining the Union as the worldwide authority on postal standards,

Awarethat standards are an important part of the field of interest of government repre-sentatives/ regulators in Union activities,

Invites

governments:– to recognize the usefulness of Union standards for improving the quality of

postal services for their citizens;– to participate actively in the Union standards development process,

Also invites

designated operators:– to use Union standards in their daily mail handling operations;– to participate actively in the Union’s standards development process,

Charges

the Postal Operations Council with re-establishing the Standards Board, empow-ering it:– to manage the process of development and approval of Union standards;– to enable postal services to raise their quality and efficiency and to increase

interconnection between designated operators through the continued development, publication and implementation of new and existing stand-ards;

– to increase the visibility of Union standards among designated opera-tors, especially those of developing countries, through the publication and wide circulation of Union standards, and through targeted information campaigns;

– to provide solutions which can be applied both to designated operators and other organizations in accordance with commercial, regulatory or legal decisions taken by the Union’s Councils and by Congress;

30


– to adapt its working methodologies so as to promote greater openness, and wider participation by users, manufacturers, Consultative Committee members and other stakeholders, in its work,

Further invites

the Postal Operations Council:– to maintain the Standards Board, reporting direct to Committee � (Stand-

ards and Procedures), and entrust it with the handling of all Union stand-ardization activities (in cooperation with the other bodies of the Union);

– to maintain, on an as-needed basis, a reporting link to the Council of Administration;

– to maintain the basic operating policies for standardization activities, approved by the POC, and to have these carried out by the Standards Board;

– to ensure the synergies between the various bodies of the Postal Opera-tions Council and the Standards Board through continued participation by the Standards Board Chairman in Management Committee meetings,

Instructs

the International Bureau to ensure the appropriate organizational structure within the International Bureau to carry out all the necessary activities in support of the Standards Board and other activities related to standardization.


Resolution C 25/2008Continuation of the work of the Operations and Accounting Review Project Group

Congress,

In view ofthe work and findings of the Operations and Accounting Review Project Group, created in response to Bucharest Congress resolution C 33/2004,

Recognizingthe urgent need to modernize processes relating to operations and accounting between designated operators and between designated operators and carriers, for all classes of mail (letter post, postal parcels and EMS) and for both terminating and transit/transport accounting processes,

Notingthe relevance of the related work being done in the area of data governance and data systems and in many other areas of Union activity,

3�


Further notingthat any modernization of operational and accounting processes will involve an extensive review and possible recast of the relevant regulations, requiring close collaboration between the groups involved,

Instructs

– the Postal Operations Council to continue the work of the Operations and Accounting Review Project Group, focusing on efforts to:

• ensure close cooperation with groups operating in the area of regu-lations;

• establish a close liaison with the work being done in the area of data governance and data systems;

• develop cost/benefit information regarding a centralized system of accounting between designated operators and between desig-nated operators and carriers,

– the Director General of the International Bureau to continue to give priority to the work of the Operations and Accounting Review Project Group.

(Proposal �8, Committee 7, 4th meeting)

Recommendation C 26/2008Philatelic Code of Ethics for the use of UPU member countries

Congress,

Referring– to article 8 of the Universal Postal Convention (Bucharest 2004), which

establishes the status of the postage stamp;– to article RL ��5 of the Bucharest Letter Post Regulations, which speci-

fies the characteristics of postage stamps and postal prepayment impres-sions; and

– to the Philatelic Code of Ethics adopted by the Bucharest Congress under recommendation C 2�/2004,

Observingthat postage stamps continue to have a commercial value when used for philatelic purposes,

Recognizingthat the Philatelic Code of Ethics as adopted by the Bucharest Congress has provided valuable guidance to the issuing postal authorities of UPU member coun-tries in maximizing the value of postage stamps to collectors and issuing postal authorities,

32


Reaffirms

its commitment to the production of high quality, ethical stamps, and to a vibrant philatelic market,

Recommends

that all issuing postal authorities observe the procedures set out in the attached revised Philatelic Code of Ethics when issuing and supplying postage stamps and postal products.

(Proposal 3�.Rev �, Committee 7, 2nd meeting)

Annexe 1

Philatelic Code of Ethics for the use of UPU member countries

The Philatelic Code of Ethics for the use of member countries comprises the following recommendations:

� Issuing postal authorities creating philatelic products shall ensure that the use of the postage stamps and other means of denoting payment of postage does not lead to the creation of such postal products as would not result from the exercise of proper postal procedures.�.� Philatelic products within the scope of this code include, but are not limited

to: – postage stamps, as defined in article 8 of the Universal Postal

Convention (Bucharest 2004); – cards and first day covers; – presentation packs and albums; – stamp yearbooks; – envelopes with embossed or pre-cancelled/pre-printed stamps; – cachets for special occasions and events and related products; – stamps with surcharges, in conformity with article RE 30� of the

Regulations of the Beijing Convention.�.2 Other means of indicating payment (e.g. franking marks, postage paid

indicia and other labels) are permitted in accordance with article 8 of the Bucharest Convention, but are not considered to be postage stamps.

2 Issuing postal authorities shall not authorize such use of cancellation dies, hand stamps or other official informative or operational markings as would not result from the exercise of proper postal procedures.2.� Issuing postal authorities shall not permit the use of such cancelling or

marking devices by persons other than their own employees.2.2 In certain exceptional cases, and provided that direct supervision is exer-

cised by their employees, issuing postal authorities may authorize the use of these cancelling or marking devices by persons other than their own employees.

33


2.3 Where issuing postal authorities contract out part of their operational acti-vity and in particular cancellation, the contract shall specify that the cancel-ling and marking devices shall be used for operational purposes only and in strict accord with the proper postal procedures of the issuing postal authority concerned, which shall ensure that this rule is strictly observed.

3 In the sale of products for philatelic purposes incorporating postage stamps, issuing postal authorities shall ensure that the handling of the postage stamp itself and the use of cancellation dies, hand stamps, cachets and other marking devices is in conformity with their respective postal procedures.

4 For each issue of postage stamps, issuing postal authorities shall ensure that these are printed in sufficient quantity to meet potential operational requirements and foreseeable philatelic needs. In employing cancellation dies, hand stamps and cachets for special occasions or events, issuing postal authorities shall ensure that a sufficient quantity of philatelic products is available to meet requirements. Although issuing postal authorities may not be able to make every stamp issue available from every outlet, they must nonetheless make sure that their customers and philatelists are well-informed at all times where each postage stamp issue is available for postal and philatelic purposes.4.� Issues of postage stamps depicting particular regions of a country or terri-

tory may be produced, so long as they comply with the requirements of this Code of Ethics and that customers and philatelists are well-informed at all times of their availability for postal purposes.

4.2 Issuing postal authorities shall take care to ensure that they issue stamps which help meet market demands. They shall ensure that the number of stamps issued each year is limited to that which their market will accept. If policies are still to be decided, issuing postal authorities should respond cautiously to market demand to avoid oversupply. They shall not satu-rate the market and thus drive philatelists and collectors away from the hobby.

5 In choosing themes, logos, emblems and other design elements for their issues of postage stamps, issuing postal authorities shall, at all times, respect intellectual property rights.

� If issuing postal authorities offer their customers personalized stamps, they shall establish a legal framework to protect the latter’s status, in accordance with their national law.

7 Whilst issuing postal authorities have no control over the use of postage stamps or articles entrusted to the postal service for postal purposes once they have been sold, they shall nevertheless:7.� Not support or acquiesce in any artifice intended to enhance sales of their

postage stamps or products incorporating postage stamps by suggesting a potential scarcity of these products.

34


7.2 Avoid any action which might be taken as declaring approval of or confer-ring official status on products of unofficial origin incorporating postage stamps.

7.3 In the event that they appoint agents to market their philatelic products, instruct such agents to observe the same procedures and practices as those of the issuing postal authorities themselves, to respect the provi-sions of the Philatelic Code of Ethics and of the issuing postal authori-ty’s national postal legislation. Issuing postal authorities shall not permit agents to operate or alter their proper postal procedures nor to control philatelic procedures

7.4 Specifically prohibit the sale or disposal by their agents of their postage stamps or products incorporating postage stamps below face value. In remunerating their agents, issuing postal authorities shall obviate as far as possible any need for agents to sell postage stamps or philatelic products incorporating postage stamps above face value. Due allowance may be made for national or local variations in sales and other taxes which may be pertinent, including at international philatelic exhibitions.

7.5 Issuing postal authorities shall retain full responsibility for the printing and delivery of postage stamps and related philatelic products, either directly, or by making sure that all contractual obligations are fully respected and fulfilled by the agent, in order to avoid any misunderstanding between partners.

7.� Establish separate contractual provisions for the printers entrusted with producing the stamps and the agents responsible for marketing them.

7.7 Printing of postage stamps should only be awarded to security printers that have signed up to the Code of Ethics for postage stamp security printers and that have achieved or undertaken to achieve certification as a security printer.

8 Issuing postal authorities shall not produce postage stamps or philatelic products that are intended to exploit customers.

9 Issuing postal authorities shall acknowledge in all their philatelic activities that, while their stamps represent symbols of national identity and culture, such stamps retain a secondary value beyond face value only because philatelists and collectors choose to purchase them. Issuing postal authorities pledge to abide by this code of conduct in order to ensure the long-term survival of the philatelic market in each country.

35


Recommendation C 27/2008Initiatives for the sustainable reduction of the negative environmental impact of the postal sector

Congress,

Recallingthe adoption of recommendation C l5/�999 entitled “Environment – Adoption, in the context of the Post, of a policy on sustainable development” and resolution C ��/�999 entitled “Beijing Declaration on Environmental Protection” at the 22nd Congress in Beijing in �999, and the adoption of resolutions C �4/2004 entitled “Work relating to the environment” and C �7/2004 entitled “The role of Posts in environmental matters” at the 23rd Congress in Bucharest in 2004,

Recognizingthat the impact of postal operations on the environment has been studied and analyzed in detail through a number of beneficial studies conducted by the Sustain-able Development Project Group, through the regular updating of the Post and the Environment Operational Guide, through the organizing of a sustainable develop-ment symposium, through closer cooperation with the United Nations Environment Programme, and so forth,

Welcomingthe efforts made to increase awareness of the importance of environmental issues and to cultivate a common awareness concerning the specific measures at the seminar held in Dakar in July 200� and the symposium on sustainable develop-ment held in Berne in April 2007,

Taking into accountthe fact that specific programmes to reduce the Post’s negative impact on the environment, implemented by designated operators or member countries, are more likely to have a broad positive impact,

Recommends

that the designated operators of member countries promote initiatives such as those listed below, aimed at reducing the negative impact on the environment, and to inform the public of progress with these initiatives in their own country:– initiatives to save energy and natural resources, including cutting down the

volume of CO2 emissions, electric power consumption, fuel consumption, copy paper consumption, and water and sewerage use, resulting from postal service activities;

– initiatives to build, expand and/or remodel post office buildings by taking into consideration methods for the reduction of CO2 emissions per unit area, through post office buildings that are environment-friendly;

– initiatives for the procurement of environmentally friendly articles, reduc-tion in stocks of printed matter and uniforms, reduction of materials used for packing and packaging, etc.;

3�


– initiatives in connection with logistics, for the introduction of low-emission vehicles and the reduction of CO2 emissions per tonne of postal items as an effort to promote the protection of the environment in terms of logistics by converting their systems, reduction in the total emission volume of NOx, the introduction of fuel-efficient and super low-emission gas vehicles, the promotion of driving techniques that are environment-friendly, etc.;

– initiatives in connection with the reduction of waste materials, including the formulation of manual procedures on waste disposal, taking into conside-ration the control of waste production, the reuse and recycling of articles, and �00% recycling of postage stamps and postcards that are destroyed by Posts because of printing errors, etc.;

– initiatives in connection with socially beneficial activities in the environ-mental sector as a part of activities to protect the environment in commu-nities, including cleaning on a volunteer basis, construction of flowerbeds, tree planting, and organizing seminars and lectures on the environment.

(Proposal 5�, Committee 7, 3rd meeting)

Resolution C 28/2008Development of E-commerce in developing countries and the least developed countries

Congress,

NotingBucharest Congress resolution C �5/2004 on the development of E-shopping through designated operators,

Further notingthe subsequent work by the International Bureau arising from the Congress reso-lution,

Consideringthe key objectives of the Nairobi Postal Strategy and its strategic programmes,

Further consideringthe work of the Telematics Cooperative and the invaluable efforts by the Union to support the growth of E-shopping worldwide,

Bearing in mindthe rising costs of providing postal services in developing countries and the least developed countries,

Also consideringthe declining volumes in traditional mail products,

37


Recognizing– the digital divide between the least developed countries, developing coun-

tries and industrialized countries;– the special challenges facing the least developed countries and deve-

loping countries (funding E-commerce, providing an effective infrastruc-ture, enforcing technical and operational standards, eliminating potential fraud and creating an enabling legal environment),

Urges

the Council of Administration to implement a special programme aimed at assisting developing countries and the least developed countries to successfully meet the five challenges mentioned above and enable designated operators to take full advantage of the abundant opportunities offered by E-commerce.


Resolution C 29/2008Work relating to customs matters

Congress,

Notingthat customs processes form an integral and important part of the entire postal logistics chain which facilitates free and secure global trade,

Further notingthe important nature of the work being carried out by the Customs Support Project Group since its creation by the 2003 POC as a forum where specialists of Posts can work on customs-related matters, and by the WCO–UPU Contact Committee, which enables strong ongoing collaboration between the two organizations to address issues of common interest,

Consideringthat in the area of customs matters, there is a need:– to closely follow new developments relating to customs regulations for

international mail shipments impacting upon Union customs procedures;– to develop and maintain standards for Union customs EDI messaging and

to promote exchange of EDI messaging data among designated operators and between designated operators and customs authorities;

– to complete the Postal Export Guide, which is an information system to provide UPU member countries and their designated operators with electronic access in order to carry out searches to ascertain whether the intended exports are prohibited, restricted or admitted in the country of destination;

– to further improve compliance with customs declarations, and Union customs procedures;

38


– to pursue development of joint WCO–UPU guidelines for closer coordi-nation between national customs and designated operators on a range of operational issues, including security of the mails and improved efficiency and speed of customs clearance processes;

– to strengthen capacity-building actions among Union member countries by developing E-learning courses and implementing training workshops at the regional level;

– to address safety and security concerns, including the monitoring of the situation regarding infringements of intellectual property rights in relation to postal traffic,

Convincedthat achieving these objectives should be considered as a high priority in the Nairobi Postal Strategy,

Further convincedthat continuously having a group of postal specialists as the Union authority on customs matters under the name of the UPU Customs Group and the WCO–UPU Contact Committee as the joint forum between Posts and customs authorities will facilitate achieving the objectives,

Charges

the Postal Operations Council, in collaboration with the International Bureau, to take all measures to attain the objectives by creating the UPU Customs Group within its structure and re-establishing the UPU–WCO Contact Committee to continue collaboration between the two organizations and pursue joint actions in areas of common interest.

(Proposal 89, Committee 7, 4th meeting)

Resolution C 32/2008Address quality strategy, products and services

Congress,

Consideringthat establishing a quality addressing and postcode system is an essential part of the socio-economic infrastructure of member countries, which contributes not only to improving the efficiency and quality of postal services but also to facilitating business and trade activities and, consequently, national development,

Notingthat, based on Bucharest Congress resolution C 49, considerable efforts have been made by the Union in this area, including:

39


– helping developing countries to develop a quality addressing and/or postcode system, by encouraging them to draw up national or regional projects;

– raising the profile of improved address quality, particularly through desi-gning, improving and promoting addressing products and services (POST*CODE) with a view to improving the quality of service of interna-tional mail by enabling the senders of postal items to format addresses as accurately as possible and in accordance with the rules laid down by the Union;

– developing and promoting addressing standards, such as S42 on inter-national address components and formats and P�4 on international elec-tronic name and address presentation exchange, working closely with the ISO and the other international, regional and national organizations,

Consideringthat many member countries, particularly developing countries, have not yet established a quality addressing and/or postcode system, or have not used them accordingly,

Considering alsothe need to include the technical assistance activities regarding the promotion of a quality addressing and/or postcode system for developing countries within the framework of the regional development plan as a means of implementing the Nairobi World Postal Strategy,

Considering furtherthat profile raising of improved address quality and further development and promotion of addressing standards are vital to improving the efficiency and quality of postal services, to facilitating trade by growing mail, small packets and parcels circulation, to reducing costs for customers, designated operators and other delivery operators as well as transaction costs in a broader economic sense for the provision of public and private services, to contributing to environmental protec-tion by reducing the number of undeliverable postal items, and to facilitating the introduction of more reliable identity verification systems for electronic and online financial transactions,

Convincedthat the further promotion of quality addressing and postcode systems and the profile raising of improved address quality, including the development of addressing standards should be considered as strategically important Union activities,

Urges

the governments of member countries which have not yet established and made effective use of a quality addressing and/or postcode system:– to take necessary measures to develop a quality addressing and/or post-

code system by creating a working structure composed of relevant national authorities, designated operators and any other important stakeholders;

40


– to allocate the funds necessary to achieving this goal wherever possible and seek necessary funding from international, regional and national aid organizations;

– to cooperate with the Union towards this end, wherever necessary drawing up national projects or taking part in regional technical assistance projects,

Urges also

the designated operators of member countries:– to actively promote, in cooperation with the relevant national organiza-

tions, better quality addressing among customers, particularly by making national postcode files available to them;

– to actively equip themselves, through the increased use of addressing techniques by customers, which includes setting up and maintaining postcode databases to locality and street level and, if possible, to delivery point level, providing the data in both Latin and national characters where necessary;

– to continue to cooperate with the Union’s profile-raising activity of improved address quality, particularly by further developing and promoting addres-sing products and services, including the provision to the International Bureau of postcode data and files and other relevant data, wherever possible free of charge;

– to actively participate and implement the S42 and P�4 addressing stan-dards, as well as other standards where possible;

– to share, where possible through the Union, with other designated opera-tors practical information on international changes of address, domestic changes of address, mail redirection (moved, not known) data, if possible using a secure Internet domain,

Charges

the Postal Operations Council, in conjunction with the International Bureau, to:– establish clear policy guidelines for implementing sound addressing

systems through a national or regional approach;– foster continuous dialogue with relevant international donor agencies and

other intergovernmental organizations for pursuing consistent, coherent and coordinated addressing system policies;

– seek partnerships with relevant international donor agencies and other intergovernmental organizations in relevant projects aimed at implemen-ting and improving addressing systems at the national or regional level;

– take necessary measures to provide technical assistance to the govern-ments of Union member countries towards the establishment and effective use of a quality addressing and/or postcode system, particularly by deve-loping a national project or participating in a specific regional project;

– take necessary measures to raise the profile of improved addressing quality, enabling the continued development and technological evolution of addressing products and services;

4�


– further develop and promote standards on addressing, with particular attention to the postal sector needs for physical and electronic aspects of addressing, in cooperation with the ISO and other international, regional and national organizations;

– promote, where possible, the practical exchange of information on address changes and any other relevant information, in close cooperation with the Consultative Committee and other appropriate bodies;

– inform and consult the Council of Administration and the Consultative Committee on developments with respect to addressing-related activi-ties,

Charges further

the Council of Administration:– to assess the economic and social benefits of improved addressing

systems;– to examine the report from the Postal Operations Council to formulate

guidelines for achieving the goals set out in this resolution and fund-raising actions, particularly in order to assist developing countries in developing a quality addressing and/or postcode system,

Invites

the Consultative Committee:– to contribute actively to the achievement of the goals set out in this reso-

lution, including the provision of knowledge and expertise from the pers-pective of customers and mailers;

– to propose solutions for the funding of projects carried out in this field.

(Proposal �5, Committee 7, 3rd meeting)

Resolution C 33/2008Action plan for electronic postal services

Congress,

Awareof the United Nations recognition of the essential role of the postal sector in the development of the information society, to bring the information society to the people and connect the unconnected in order to close the digital divide,

Acknowledgingthe economic benefits to member countries, designated operators and other industry stakeholders in the use of ICT in electronic postal services and their contribution towards bridging the digital divide,

42


Convincedof the benefit of investment in ICT to strengthen the core business of designated operators and to improve the modernization of the sector,

Noting in particularthe significant investment being made in the postal sector in the application of ICT to the postal business and in the development of hybrid mail and electronic postal services,

Recognizingthe progress made by the Postal Operations Council since the Bucharest Congress on matters relating to the awareness and development of ICT and electronic postal services by its development and approval of a comprehensive strategy for elec-tronic postal services,

Recognizing alsothe growth in customer demand for postal services to be available via the Internet in many member countries, and the increasing number of designated operators that provide postal services via the Internet,

Consideringthat five programmes of the draft Nairobi Postal Strategy are aimed at transforming and modernizing postal structures and increasing capabilities in the area of E-services,

Urges

governments of member countries to undertake activities aimed at:– developing a sector strategy for electronic postal services for their country

supporting the recognition by the United Nations of the essential role of the postal sector in the development of the information society;

– developing an action plan for the implementation of their E-services stra-tegy which takes into account an increase in the amounts able to be invested in the modernization of postal processes using ICTs;

– exploring the use of ICTs to fulfil universal service obligations;– increasing the amounts to be invested in network technologies to link

all post offices in a global network, for improved security and customer service;

– increasing policy cooperation, technical cooperation and development projects between local Customs, telecommunications and postal agen-cies in order to strengthen the local economy;

– creating the appropriate regulatory framework to enhance the role of desi-gnated operators as trusted third parties in the world of electronic commu-nications, as they are in that of physical communications,

43


Also urges

governments of member countries to encourage designated operators to under-take activities aimed at:– developing electronic postal services on both a domestic and an interna-

tional scale, as a means of bringing about economic benefits and market expansion, and improving the cross-border flow of postal and financial items;

– increasing the use of ICT for the modernization of postal processes, for example, counter automation systems, automated sorting and mailing machines, computer systems for enterprise resource planning, manage-ment information systems, and general administration;

– exploring the use of ICTs to fulfill universal service obligations;– working with the International Bureau to support the development of the

.post opportunity in their country which could link all post offices in a global network, for improved security and customer service;

– improving knowledge of the impact of ICT and electronic services on the local market and developing tools to monitor volume growth and quality;

– using post offices as communication centres,

Instructs

the bodies of the Union to:– establish an E-services group with adequate support from the International

Bureau to enable the implementation of the action plan defined in CONGRÈS–Doc 27b;

– provide an adequate framework to support the mobilization of external resources, of a physical, financial and technical nature, to aid in the deve-lopment of E-services within the Union and with the ICT industry;

– develop critical success factors and establish a related research capabi-lity to monitor progress with the deployment of E-services and ICTs and provide benchmarking and best practice information;

– develop a communications programme to inform the sector of E-services, their benefits and industry best practices;

– work with governments and key stakeholders in helping them to develop an E-services strategy and action plan for their country;

– study the implications and potential of the use of electronic postal services to fulfil universal service obligations;

– develop necessary policy and regulations concerning E-products and services in the Acts of the Union;

– continue to define Union standards and/or continue collaboration with other standards bodies in areas affecting ICTs and electronic services, such as hybrid mail, electronic registered mail, secure electronic postal services, .post, E-shopping, and other electronic postal services;

– complete a report which reviews the relevant electronic services standards needs, and propose standards to be developed and their appropriate prio-ritization;

44


– promote quality of service and the global interoperability of postal services related to the growth of E-commerce, such as international parcels and express mail, payments, and electronic marketplaces, and address E-commerce market needs from both the buyer’s and the seller’s stand-point;

– implement greater flexibility in extrabudgetary funding models for postal ICT and E-services developments;

– facilitate and improve the international and cross-border flow of postal items through increased emphasis on electronic activities designated for this purpose;

– foster the establishment of voluntary funds to finance the registration, governance and maintenance of the global trustmarks for electronic postal services;

– establish a group to improve the network connectivity of post offices, connecting other sector networks such as Customs and airlines, and also to govern .post and be responsible for its financing and implementation.

(Proposal ��, Committee 7, 2nd meeting)

Resolution C 34/2008Work on sustainable development

Congress,

In view ofthe positive results of the work of the Sustainable Development Project Group,

Bearing in mindthat sustainable development has become an indispensable element of postal development,

Consideringthat there is a need to continue efforts to promote sustainable development and social responsibility in the postal sector by conducting campaigns to raise aware-ness of environmental issues, developing actions to encourage social dialogue and to protect the health of postal staff, and advocating the adoption of ethical operating practices, and that the activities of the network of national correspond-ents need to be maintained,

Awarethat cooperation with the specialized agencies of the United Nations, such as the United Nations Environment Programme (UNEP), the International Labour Organi-zation (ILO), the World Health Organization (WHO) and the Joint United Nations Programme on HIV/AIDS is of paramount importance for the achievement of the objectives set in the area concerned,

45


Convincedof the need to strengthen relations with the Restricted Unions, and in particular with PostEurop, in order to promote the social responsibility of the postal sector,

Recognizingthe importance of adopting a programme for the postal sector to cut greenhouse gas emissions, in line with the spirit and principles of the United Nations Framework Convention on Climate Change (UNFCCC) and the Kyoto Protocol, with the initial objective of mapping CO2 emissions, after which the results of the actions put in place to cut these emissions will be measured,

Also recognizingthe need to look after postal workers’ health, in particular by implementing a campaign to raise awareness of how AIDS is transmitted,

Taking into accountthe urgent need to significantly improve the management of postal services and to strengthen the performance and operation of the postal network in the least developed countries,

Instructs

the Council of Administration and the Postal Operations Council to take the neces-sary measures to achieve the above-mentioned objectives.

(Proposal 30.Rev �, Committee 7, 3rd meeting)

Resolution C 36/2008Development of philately

Congress,

Notingthat sales of postage stamps and philatelic products generate significant revenue for many issuing postal authorities, particularly those in developing countries,

Noting furtherthat the support and involvement of the partners of the philatelic sector and close cooperation between them are integral to the success of philately,

Recallingthat the Bucharest Congress, in resolution C 50/2004, established an action plan for the development of philately because:– philately constitutes an important part of the business of the Post and

provides appreciable support for the Post and for postal development in general;

4�


– postage stamps and philatelic products continue to represent a conside-rable source of revenue for the Post, both when used for normal postal purposes, and from the commercial and philatelic points of view;

– postage stamps represent a specific brand image distinguishing the postal service from private sector delivery services;

– postage stamps continue to serve as ambassadors for countries and their postal services, both nationally and internationally;

– the increased use of postage stamps by the private sector, particularly the direct marketing sector, and the use of personalized stamps represent additional advantages for the promotion of the postal service,

Awarethat many governments are transforming their designated operators into commer-cial entities, and introducing competition into the letter-post market, but that few have really considered the question of philately during this process,

Consideringthat the experiences of postal enterprises whose governments have already moved in this direction can provide valuable lessons to others,

Recognizingthat the issuing of postage stamps as the symbols and brand image of the country and issuing postal authority calls for particular attention and the designation of a single official authority for this purpose,

Noting with satisfactionthe introduction and development of the world stamp numbering system (WNS) as a tool for registering and verifying legal stamp issues,

Urges

– the governments of member countries to: • request issuing postal authorities, when issuing stamps, to take

into consideration the needs of consumers of basic postal serv-ices and collectors, as well as the social and cultural value of the stamps;

• give due consideration to regulatory questions associated with stamp issuing and philately, including copyright and intellectual property laws;

• put in place legal mechanisms to guarantee the right of designated operators to issue postage stamps in accordance with the UPU Convention;

• contribute to the maintenance of tied contributions for the devel-opment of philately in order to meet urgent needs, primarily in the area of training,

– issuing postal authorities to: • participate fully in the world postage stamp numbering system

(WNS);

47


• monitor the philatelic market to ensure compliance with national laws on the issuing of stamps and to do their utmost to eliminate or prevent abuses;

• provide the UPU with information at their discretion on the devel-opment of the market;

• adopt and implement best practices to ensure the participation of industry stakeholders at national level and their cooperation and support at international level;

• participate more in youth philately activities,

Instructs

the Postal Operations Council to:– pursue dialogue with partners in the philatelic sector and coordinate phila-

telic development activities;– continue its work on determining the most effective and efficient means of

informing the members and the philatelic industry about postage stamps officially issued by issuing postal authorities;

– continue to promote the application of best practices and sound business principles in the philatelic sector through targeted activities and training;

– pursue the implementation of training programmes for issuing postal authorities, including innovation, techniques for developing the philatelic market, the use of new technologies and improved security techniques for the issue of postage stamps;

– reflect on the creation of a model database for the online sale of postage stamps for developing and least developed countries;

– define a joint strategy with the International Federation of Philately (FIP) to help issuing postal authorities to implement programmes aimed specifi-cally at young people;

– implement a strategy encouraging UPU member countries to include in their annual philatelic programmes global themes requested by United Nations agencies;

– define a flexible and consistent policy within the framework of the phila-tely development plan, so as to preserve the unique characteristics of the postage stamp, protecting its intrinsic collector value and attributes that distinguish it from other forms of postal prepayment;

– adopt flexible and innovative approaches to the marketing positioning of philatelic products, in keeping with the unique profile of the postage stamp as the core philatelic product.

(Proposal 35, Committee 7, 2nd meeting)

48


Resolution C 37/2008Counterfeit and pirated items sent through the post

Congress,

Notingthat the postal channel is used, together with other distribution channels, for the sending of counterfeit and pirated items,

Notwithstandingthe work on intellectual property under way at other competent international organizations,

Noting furtherthat the POC Committee 3 Customs Support Project Group has carried out a study on customs and security-related issues concerning intellectual property matters in the Union,

Realizingthat the results of the study revealed that the designated operators have no legal competence in determining whether an item is counterfeit or whether a customs declaration has been falsely completed,

Consideringthat it is the responsibility of the competent national authorities to define counterfeit items in accordance with their national legislation,

Also realizingthat the legislation of member countries on how to deal with counterfeit and pirated items varies from country to country,

Awarethat the above problems cause operational difficulties and legal problems for the countries concerned,

Urges

UPU member countries, in the context of their national legislation, to encourage their designated operators to:– take all reasonable and practical measures to support Customs in their

role in identifying counterfeit and pirated items in the postal network;– cooperate with the relevant national and international authorities to the

maximum possible extent in awareness-raising initiatives aimed at preven-ting the illegal circulation of counterfeit goods, particularly through postal services.


49


Resolution C 42/2008Study on establishing a permanent Universal Postal Convention and Postal Payment Services Agreement

Congress,

Consideringthe benefit of ensuring the legal stability of the international postal service between member countries by establishing a permanent Universal Postal Convention and Postal Payment Services Agreement (hereinafter referred to as “Convention” and “Agreement”, respectively),

Recognizingthe amount of work of the member countries, due to the present procedure on the Convention and Agreement, which requires the existing Convention and Agreement to be wholly replaced by the new ones adopted at each Congress,

Also taking into accountthe time necessary for the member countries to consider the effect of having such a permanent Convention and Agreement,

Instructs

the Council of Administration, in conjunction with the International Bureau, to:– undertake a study with the purpose of determining whether it would be

beneficial to establish a permanent Convention and Agreement;– draft any proposals that are necessary as a result of the study and submit

them to the 25th Congress;– ensure that all interested member countries have the opportunity to take

part in the aforementioned study.

(Proposal 87.Rev �, Committee 3, 5th meeting)

Resolution C 43/2008Future work on remuneration systems for letter-post items exchanged between the designated operators of UPU member countries. Coordination of work on remuneration for other types of items

Congress,

Consideringthe mandates given by the Bucharest Congress to ensure that the remuneration systems to be proposed to the 24th Congress promote fulfilment of the obligation to provide universal service and preserve the integrity of the postal network,

50


Recallingthat the provisions of the Bucharest Convention concerning terminal dues contain transitional arrangements leading to the adoption of a country-specific cost-based remuneration system,

Recognizingthat the financial relations between designated operators should be governed by existing principles and objectives (i.e. based on elements specific to each country and linked to the quality of the services rendered), and should take into account the environment in which the Posts operate, particularly as regards the opening of postal markets to competition,

Notingthe results of the extensive studies on market conditions, country classification, customer needs, quality of service and remuneration conducted by the Council of Administration and the Postal Operations Council in the lead-up to the 24th Congress,

Acknowledgingthe positive impact of the linking of terminal dues to the quality of service, with a measurement system that began in 2005 and now has 29 participants from both target and transition countries,

Also acknowledgingthat the Union’s Quality of Service Fund is an important resource for improving the quality of the letter-post service in developing countries,

Taking into accountregulatory requirements and customer interests,

Mindfulof the need to seek compatibility between the remuneration aspects of letter-post services and the rules of the World Trade Organization,

Recognizing alsothe need to review the state of various letter-post services (including letters, small packets, direct access and supplementary services) and product development/enhancement opportunities based on market positioning,

Further acknowledgingthat, in order to develop market-oriented letter-post services that are subject to country-specific, cost-based remuneration systems before the end of the transi-tion period, all member countries and/or designated operators need to have, and provide, relevant and reliable information on:– their domestic market, tariff and cost conditions, with the continuing assis-

tance of the International Bureau in the area of cost accounting develop-ment for developing countries;

– the statistical data used to classify member countries,

5�


Also taking into accountthe modifications to the terminal dues system adopted by the 24th Congress,

Considering alsothat these modifications represent an additional step in the process of bringing a country-specific cost-based system into general use,

Believingthat notwithstanding the provisions to be adopted by the 24th Congress, there is still much to do to provide market-oriented letter-post services which are subject to country-specific and cost-based remuneration,

Recognizing furtherthat the objective of bringing all member countries into a country-specific, cost-based remuneration system by the recommended deadline of 3� December 20�3 cannot be achieved without placing a serious financial burden on some developing countries,

Also believingthat questions regarding the levels of remuneration applied to the different types of postal items exchanged between member countries (letters, parcels, EMS items) are a concern of the Union and that effective coordination will lead to greater consistency of treatment,

Considering furtherthat the Union’s work on remuneration systems should be organized under condi-tions that will help to contain the associated costs,

Instructs

the Council of Administration:– to ensure that affordable universal service and the integrity of the postal

network are maintained;– to ensure that, allowing for exceptions, the application of country-specific,

cost-based remuneration principles will be universal by 3� December 20�7;

– to ensure that, to the greatest extent possible, there is a gradual transition of all countries not presently applying country-specific, cost-based remu-neration to this state during the period 20�4–20�7; to that end, a proposal should be submitted to the 25th Congress taking into account:

• changes in the market, including the regulatory and postal environ-ment, at national and international levels;

• the experience gained from the transition of countries in 20�0 and 20�2, and the market, customer and financial impacts involved;

– to formalize the process of collecting the following national data: • applicable tariffs; • statistical data used for classification;

52


• delivery standards for inward mail and the corresponding quality targets;

– to approve the terms of reference of a Postal Operations Council study to establish the relationship between domestic tariffs and the cost of proces-sing inward international mail,

Also instructs

the Postal Operations Council to carry out the following work:– Letter-post market and remuneration systems: • conduct a study to review the market conditions, including relevant

economic studies such as comparative price levels and price elas-ticities, with special focus on product segmentation; the results of the study should be available by the end of the first year of the cycle;

• assess the impact on markets and on designated operators of the new terminal dues rates implemented by the 24th Congress;

• identify the improvements required to the current remuneration system in order to meet the needs of the market and of member countries;

• propose remuneration for other supplementary services (e.g., regis-tered and insured letters);

• conduct a study for modelling the relationship between domestic tariffs and the cost of processing inward international mail, and propose to the 20�2 Congress a methodology for applying the resulting rate(s) at national, regional or worldwide level;

• determine whether it is appropriate to devise a formula for converting the domestic tariffs of the destination country into terminal dues rates and, if so, devise such a formula, taking into account, where applicable:

– a multiple-tariff referencing system in order to develop an accurate linearization methodology and business rules to produce terminal dues rates that are closest to actual costs; and

– the special situation of countries whose domestic tariffs are set on a social basis and do not cover the costs of providing inbound letter-post delivery services;

• review and update the postal development indicator for all member countries;

• conduct a study of the cost of handling inbound mail during 2009 and 20�0; if this study reveals a percentage different from the 70% set out in Convention article 29.2, the POC may consider revising the percentage applied for 20�2 and 20�3;

• review whether it is appropriate to adjust the �00-tonne threshold for the application of the revision mechanism as set out in article 30 of the Convention and, if so, make a recommendation on this adjustment;

53


– Statistics, accounting and operations: • develop and promote automated statistical, accounting and opera-

tional systems that can lead to economic and commercial improve-ments to remuneration systems;

• further develop the statistical, accounting and operational proce-dures for direct access;

– Quality of service link: • continue to implement the link between quality of service and

terminal dues on the basis of principles established by Congress and ensure that appropriate and affordable monitoring systems are available;

• propose tools to assess the performance of quality of service meas-urement systems against fixed objectives (cost, reliability, return on investment);

• propose a timetable for the participation of designated operators in the measurement system based on Congress decisions regarding classification;

– Direct access: • review the conditions for offering this service;– Internal air conveyance dues: • review whether it is appropriate and, if so, how to incorporate

internal air conveyance dues into base letter-post remuneration, to allow this remuneration system to be eliminated;

• report the study results to the next Congress and recommend any necessary changes;

– Quality of Service Fund: • ensure that appropriate levels of contribution are assigned to the

countries most in need;– Report to the Council of Administration on progress with the terminal dues

work.


Resolution C 44/2008Continuation of universal postal service activities after the 24th Congress

Congress,

Reaffirmingthat the mission of the Union is to stimulate the sustainable development of efficient and accessible universal postal services of quality in order to facilitate communica-tion for every citizen in the world,

Recognizingthat one of the most important objectives of the UPU Nairobi Postal Strategy is to promote a universal postal service adapted to the social, economic and techno-logical environment,

54


Consideringthat actions to facilitate access to the postal service support the efforts of the international community to tackle poverty, since they provide more opportunities, more independence and more security for the poor,

Recognizingthe role of the Union as a specialized agency of the UN to actively develop various activities with a view to sharing responsibility for achieving the United Nations Millennium Development Goals by 20�5,

Also recognizingthat the Post plays a pivotal role in a nation’s economic development by providing a basic infrastructure for communication and distribution of goods, thus contributing to the development of the world economy,

Instructs

the Council of Administration, in cooperation with the Postal Operations Council and the International Bureau, to continue the following activities concerning the universal postal service after the 24th Congress:– conduct studies with a view to understanding the options for financing the

universal postal service, particularly in an environment characterized by the gradual liberalization of the postal market, and communicate the study results to all Union member countries;

– promote “best practice” experiences gained by member countries in their provision of sustainable postal services, in terms of governance and particularly by combining new technology with the postal network and services;

– develop projects to help member countries or regional groups to define a sustainable universal postal service taking into account various indica-tors;

– continue to monitor, on a yearly basis, the progress made by member countries and their designated operators in providing the universal postal service, using a monitoring/ measurement system for the application of standards in the five main areas of the universal postal service, and inform Union member countries on a regular basis of the evolution of the universal postal service in the different regions of the Union.


55


Resolution C 45/2008UPU Global Monitoring System (GMS)

Congress,

Confidentthat improvement of international postal service quality is of primary importance for the Universal Postal Union,

Taking into account– the decision of the Beijing Congress to develop an operational and imple-

mentation plan to link quality of service to terminal dues, in conformity with the conditions of each designated operator, for the purpose of improving the quality of the international postal service;

– the decision of the Bucharest Congress to implement the link between quality of service and terminal dues, and in particular to see to it that appropriate monitoring systems are made available;

– the decision of the Bucharest Congress to evaluate the quality of service measurement systems and propose the necessary improvements to enable the maximum number of countries to participate,

Convincedthat the system for monitoring quality of service results, which will form the basis for the terminal dues remuneration, should be uniform, credible and accessible to all designated operators of Union member countries,

Recognizingthat this system shall be based on external measurements, with testing independent of designated operators,

Awarethat the results of the monitoring system will enable designated operators to take appropriate actions to rectify weaknesses identified in their operations to improve quality,

Also recognizingthe need to evaluate the achievements of designated operators in implementing projects financed through the Quality of Service Fund,

Notingthe need to supplement the provisions of the Letter Post Regulations, particularly the part dealing with performance indicators and the monitoring system,

Taking note ofthe UPU Global Monitoring System (GMS) design as set forth in the technical specifications developed by the Bucharest Postal Operations Council,

5�


Further recognizingthat the key principles of the GMS are that the system should be:– customer-driven;– globally applicable;– affordable;– transparent;– sufficiently accurate and reliable;– external to UPU members;– diagnostic;– locally relevant;– continuous,

Also notingthat the GMS can be used by designated operators as the core system for moni-toring service quality and quality of service linked to terminal dues, and can also serve as a tool for evaluating the achievements of designated operators in imple-menting projects financed through the Quality of Service Fund,

Instructs

the Postal Operations Council:– to develop and pursue a GMS pilot programme in order to test the tech-

nical specifications and make appropriate revisions, in accordance with the findings and the input of the member designated operators;

– to coordinate agreement on the GMS ready for implementation, taking into account the Congress decisions on the transition of countries to the target system;

– to continue refinement and development of the technical design, finan-cing arrangements, governance structure, legal issues and other elements needed for implementing the GMS;

– to ensure that the GMS can be used for the quality of service terminal dues link;

– to implement the GMS as a Union global system,

Also instructs

the International Bureau, to lend its full support to the effective implementation of the GMS,

Encourages

designated operators to participate in the implementation of the GMS.


57


Resolution C 46/2008Survey on quality of service programmes

Congress,

Bearing in mindthat the International Bureau, through its Quality of Service Unit, serves as a key resource for member countries and their designated operators in improving their quality of service,

Notingthat the success of the quality of service programmes carried out by the Quality of Service Unit depends on the resources available to it, which are limited,

Awarethat the Global Monitoring System, and new quality of service programmes regarding parcels, will require significant resources to plan, implement and maintain,

Taking into accountthat the current quality of service programmes cover a wide range of projects that include continuous testing, sequential testing, consultancy missions, quality certification and pilot projects,

Informedthat available data show that member countries do not take full advantage of the performance results provided by the International Bureau regarding end-to-end quality of service measurement,

Consideringthat by far the most important objective of the Nairobi Postal Strategy is “enhancing quality of service and efficiency of the postal network”,

Convincedthat successful implementation and management of the Global Monitoring System will require urgent prioritization of available resources,

Recognizingthat the capabilities of the Global Monitoring System may replace those of current quality of service testing programmes,

Instructs

the International Bureau:– to issue a survey to seek the views of member countries and their desi-

gnated operators about whether the current quality of service programmes managed by the International Bureau meet their needs and which pro-grammes are most beneficial;

58


– to make recommendations to the 2009 Postal Operations Council, based on the results of the survey, about which quality of service programmes should be maintained and how those to be maintained should be priori-tized.


Resolution C 47/2008Cooperation with the airline industry

Congress,

Recallingthat the cooperation between the Universal Postal Union and the International Air Transport Association (IATA), which has existed for more than half a century, is in the best interests of both organizations,

Awarethat the Union signed a new Memorandum of Understanding (MOU) with IATA in March 2007, laying a strategic and solid partnership between the two organiza-tions,

Notingthat a comprehensive Airmail Work Plan has been designed by the IATA–UPU Contact Committee in the light of the above MOU,

Noting alsothat studies are being carried out by the IATA–UPU Contact Committee to realize the objectives set out in the Airmail Work Plan,

Consideringthat efforts to speed up and simplify the transmission and handling of airmail should be continued,

Realizingthat airlines and designated operators should focus more on standardization and an increased use of electronic data interchange (EDI) to improve the quality of service and security of international mail,

Recognizingthat the rapid and reliable movement of mail and the consistent and accurate reporting of mail movement status are in the common interest of both designated operators and airlines,

59


Certainthat the important work being undertaken by the IATA–UPU Contact Committee will yield beneficial results for both organizations, thus bringing about qualitative changes in the airmail sector,

Charges

the Postal Operations Council to continue collaboration with the airline industry, to find common opportunities for improvement and to undertake new initiatives.


Resolution C 48/2008Communication of quality of service measurement results to member coun-tries

Congress,

Bearing in mindthe work accomplished by the Strategic Planning Group to develop report cards that show the degree to which member countries and designated operators have achieved the objectives of the Nairobi Postal Strategy,

Taking into accountthe fact that a central purpose of these report cards is to indicate, in quantifiable terms, progress made by individual member countries in implementing the Nairobi Postal Strategy, and that the measurements of the quality of service attained by designated operators of destination in delivering inward letter-post and parcel-post items are key indicators for this purpose,

Recognizingthat quality of service measurements form, in part, the basis for terminal dues payments for letter-post items provided for in the Universal Postal Convention,

Awarethat serious efforts are underway to develop methodologies to link quality of service measurement results and inward land rates for parcels,

Notingthe considerable financial and management resources invested by the Union to develop and deploy systems to measure quality of service,

Convincedthat the publication of measurement results is essential to ensure transparency and produce tangible evidence that the investments made to measure quality of service contribute to the overall improvement in quality,

�0


Instructs

the Council of Administration and the Postal Operations Council to:

– determine the most appropriate manner to publish the results of letter-post and parcel-post quality of service measurements attained by individual designated operators of destination in accordance with the provisions of the Universal Postal Convention; and

– decide whether these results should be published in the annual report cards on implementation of the Nairobi Postal Strategy.


Resolution C 49/2008Border control

Congress,

Notingthat not only Customs, but also other border agencies may be involved in the control of items at a country’s borders,

Consideringthat the word “Customs” as used in article �8 of the Universal Postal Convention as well as in the Letter Post and Parcel Post Regulations is to be interpreted in a wide sense and is to cover all officially authorized border agencies associated with the control of postal items at a country’s borders, in accordance with the national legislation of each country,

Recognizingthe need to identify these agencies and their competence as specified in the national legislation of each country,

Invites

the member countries to provide the International Bureau with information about the competencies of their border agencies,

Instructs

the International Bureau– to maintain a global register of the responsible agencies of each country;– to insert appropriate comments under article �8 of the Convention and

under the relevant articles of the Regulations.

(Proposal �8, Committee 7, 5th meeting)

��


Resolution C 50/2008Use of Internet-based letter post inquiry processing software

Congress,

Consciousof the need to process letter-post inquiries at the speed required by customers,

Having notedthat the standard means of transmitting customer inquiries do not meet existing needs in terms of speed,

Consideringthat the Internet is extensively used as a working tool at all levels worldwide,

Instructs

the Postal Operations Council:– to conduct a study with a view to introducing letter-post inquiry proces-

sing software that incorporates the CN 08 forms provided by countries (of origin and of destination) and generates periodic reports and statistics that will allow the inquiry processing times of designated operators to be measured;

– to ascertain whether new software needs to be developed, or if the tech-nological platform could be shared with an existing system;

– to propose a solution for designated operators wishing to use a system with the above-mentioned features,

The system adopted should allow:a inquiry-processing times to be shortened;b inquiry response times between designated operators to be monitored,

which would prevent the payment of excessive amounts in compensation solely in order to comply with deadlines but without resolving the inquiry;

c undue recourse to compensation to be monitored, and a record to be kept of individuals/institutions that make abusive use of the compensation mechanism.


Resolution C 51/2008EMS Cooperative

Congress,

Recognizing– that EMS is offered, on the basis of article �4 of the Universal Postal

Convention, and the EMS Standard Agreement (CONGRÈS–Doc 2�), by

�2


the great majority of designated operators of member countries and terri-tories as an integral element of the postal offer effectively complementing the traditional range of letter-post and parcel-post services;

– that EMS has considerable commercial and strategic importance for postal services and for their customers;

– that in most member countries and territories EMS is the only practical and affordable means of providing universal access to international express services for the private customer and many small enterprises,

Notingthe progress and achievements of the EMS Cooperative, as a structure within the POC, providing a global focus to allow the worldwide EMS network to better meet the needs of postal customers,

Acceptingthe need for the Union to continue to support ongoing EMS activities, particularly for those Union members that are not members of the EMS Cooperative,

Acknowledgingthat the EMS Cooperative is financed by its members and that it pays for all EMS programmes and activities, including all direct staff costs, from its own budget,

Further acknowledgingthat non-members of the EMS Cooperative also benefit directly from the programmes and developments of the EMS Cooperative,

Decides

to continue to finance, through the Union budget, the institutional and other support costs of maintaining the EMS Unit at the International Bureau. The costs to be supported shall include those for the accommodation of the EMS Unit (at its current staffing level); its office and IT services; logistic support – including production and distribution of documents; translation and interpretation for Union meetings; personnel and financial management support; legal advice, and any other costs incurred by the International Bureau in respect of the EMS Unit which are not currently allocated to EMS chapters in the Union’s Programme and Budget,

Charges

– the EMS Cooperative, under the POC: a to maintain within the framework of the UPU strategy its respon-

sibilities for all operational, commercial, technical and economic matters concerning EMS, having authority to make and amend EMS recommendations and establish EMS standards in all these areas, taking into account directives from the Union bodies;

b to present an annual report to the POC and, where appropriate, to the CA;

�3


– the POC to present a report to the next Congress on the progress of EMS activities and their financing,

Instructs

the International Bureau to:a continue to provide the EMS Unit (at its 2003 staffing level) with office

accommodation, furniture and equipment, free of any rent or other accom-modation charges;

b continue to provide support to the EMS Cooperative by covering all its institutional and other support costs as specified in this resolution, without cost to the Cooperative;

c ensure that designated operators which are not members of the EMS Cooperative continue to benefit from established Union EMS programmes and publications;

d continue to promote EMS activities for those designated operators which are not members of the Cooperative.

Asks

member countries and territories whose designated operators are not EMS Coopera-tive members to join the Cooperative on the basis of the excellent results achieved (see CONGRÈS–Doc 2�).


Resolution C 52/2008Quality of Service Programme for 2009–2012

Congress,

Consideringthe improvement of international postal service quality to be a key objective for the Union,

Taking into account– the encouraging results achieved by implementing the Quality of Service

Programme 2005–2008;– a number of problems observed with the results of the implementation

of resolution C 29/2004, including the fact that the worldwide aggre-gate results for the J + 5 standard and the �5% performance target were misleading (instability of the links to be tested), and the inconsistency in the number of days required by the different mail distribution networks for the end-to-end transmission of mail);

– the need to set a service standard and quality target in the international quality of service field;

– the fact that the customer’s main focus is on reliability,

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Notingthe need for the Union to continue its work relating to the improvement of quality,

Decides

– to implement a Quality of Service Programme for the period 2009–20�2 as set out in CONGRÈS–Doc 2�a;

– to set the global quality of service standard at J + 5 (the fifth working day after the day of posting) and the target for attainment of this standard at 80%, which should be achieved by 20�2 by progressively raising the annual target;

– that this standard and target shall apply to the international priority letter post between those areas and/or cities that are most important in terms of international postal exchanges in each member country,

Instructs

the Postal Operations Council, in cooperation with the Council of Administration, the Consultative Committee and the International Bureau, to:– take the necessary measures to achieve significant results in the various

areas covered by the Quality of Service Programme and submit a report on its execution to the next Congress;

– establish a bottom-up approach based on process mapping in order to set bilateral and regional service standards for all member countries in order to maximize involvement and commit themselves to the work necessary to reach the agreed standard and target;

– weight and aggregate the bilateral and regional service standards, quality targets and measurement results to truly reflect the performance of the bilateral links within the region as well as global Union performance;

– organize and coordinate continuous measurement of compliance with the service standard and quality target,

– set appropriate targets for 2009, 20�0 and 20�� with a view to achieving 80% by 20�2,

Urges

a governments and regulators to: – provide active support for the implementation of the Quality of

Service Programme; – set national quality standards; – ensure compliance with these standards by the designated postal

operator; – define conditions for compliance with the worldwide quality

standard; – participate in the activities of the Union and Restricted Unions in

the field of quality of service,

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b the designated postal operators to: – actively participate in implementation of the Quality of Service

Programme; – do their utmost to improve the quality of the postal services

offered; – set bilateral and regional service standards and quality targets; – continuously measure compliance with these bilateral and regional

service standards and quality targets, through at least one of the tests organized by the Union or by the Restricted Unions, or on the basis of bilateral and multilateral agreements;

– continuously analyze the results of these tests and take measures to help achieve the objective of compliance with these bilateral and regional service standards and quality targets;

– use the country-specific and regional measurement reporting as a tool for quality analysis and improvement,

c the Restricted Unions to: – participate in the activities initiated in the framework of the Quality

of Service Programme; – coordinate the setting of the bilateral and regional service stand-

ards and quality targets; – lend their support to regional actions to improve compliance with

these bilateral and regional service standards and quality targets.


Resolution C 53/2008Future strategy and activities of the Telematics Cooperative and its financing

Congress,

Recalling:– resolution C 27 of the �994 Seoul Congress, resolution C 52 of the �999

Beijing Congress and resolution C �� of the 2004 Bucharest Congress concerning Union activities in the field of EDI exchanges from �995 to 2008;

– the success of telematics activities since �994;– the widespread adoption of Postal Technology Centre (PTC) software

among all members, from the least developed countries to the industria-lized countries,

Bearing in mindthe report of the Postal Operations Council concerning Union telematics activities (CONGRÈS–Doc 25a),

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Aware:– of the strategic importance of Union telematics activities for all Union

member countries;– that the telematics network infrastructure and activities are crucial for

further improving postal products and services, for maintaining a quality universal service obligation, for further postal developments in the infor-mation society, for reducing the digital divide between members and for helping to solve some important problems such as the future universal service and the question of remittances for migrant workers;

– that, to be most effective, the use of technology has to be embedded in a common approach of business, operational and technical measures combined with a continuous evaluation and improvement cycle,

Noting:– that a Telematics Cooperative was established within the POC with the

aim of developing synergies between Posts and stimulating the develop-ment of the postal service through the use of modern technologies;

– that an electronic network infrastructure and state-of-the-art IT solutions owned by the Union and affordable for all members ensures electronic exchange capability between all members and the automation of impor-tant postal operational processes irrespective of their postal development status, and hence provides the possibility of further quality and service enhancements of postal services that would not otherwise be possible;

– that for all data transported through the Union’s electronic network and processed by its own solutions on its own premises, confidentiality and protection are guaranteed;

– that the Union’s electronic network infrastructure and software solu-tions have open interfaces to guarantee interoperability with other postal networks and systems;

– that the Telematics Cooperative is carrying out significant work to support members not only in areas closely related to the use of PTC software but also in the field of operational consulting and EDI monitoring to maintain and improve electronic infrastructure, alert members of exchange problems, and improve operational processes, quality of service and performance of postal operations, mainly in the developing and least developed coun-tries;

– that the work in the advanced electronic services (AES) area also ensures know-how transfer, which promotes the availability of new technologies for all members, such as S43 and EPCM, RFID standards, E-shopping, global hybrid mail and the .post electronic infrastructure allowing for elec-tronic delivery of universal services;

– that the Telematics Cooperative is supporting the IB in strategic areas such as the development of EDI standards, relations with important postal partners such as airlines (IATA), Customs and other international organiza-tions, and the Union’s involvement in the information society,

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Further noting:– the inability of the Telematics Cooperative to finance tasks not directly

related to development, deployment, operation and support of PTC software solutions from fees received for product maintenance, network services, assistance missions, product development or the member contri-butions;

– the attractiveness of the postal market for venture capital and other market financing mechanisms for investments in global postal services;

– that the required funds to enable research, development and commercia-lization of new high-potential postal products and services may need to come from external resources,

Considering:– the digital divide in terms of operational development and differences in

the development levels of members;– the large number of designated operators that have willingly joined the

Telematics Cooperative,

Recognizing:– the achievements of the Cooperative to date and its efforts aimed at impro-

ving and developing postal services (CONGRÈS–Doc 25a);– that the strategy of the Telematics Cooperative (CONGRÈS–Doc 25b) is

closely linked to the Nairobi Postal Strategy and that the activities of the Telematics Cooperative are essential for the implementation of the Nairobi Postal Strategy,

Convinced:– that the development gap can be reduced by: • making the same state-of-the art IT solutions and infrastructure

usable by, and affordable to, all members; • providing ongoing support and advice on business and operational

matters; • providing a worldwide electronic infrastructure such as .post to

give every citizen and small, medium or large business the possi-bility of participating in global trade without discrimination and in a trusted environment verified by the Union members’ designated operators;

– that the Telematics Cooperative will do all it can to considerably speed up the introduction of telematics and other technologies designed to improve communications between designated operators and their partners, narrow the technology gap between them and with other market players, raise the quality of the international postal service and facilitate the expansion of current services and the development of new ones,

Decides:

– to approve the strategy of the Telematics Cooperative 2009–20�2 (CONGRÈS–Doc 25b);

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– to continue to finance, through the Union budget, the institutional costs connected with maintaining the PTC at the International Bureau (IB), which cover use of the PTC’s premises, the PTC’s administrative and logistical services, including translation services, interpretation services during UPU meetings, the production and dispatch of documents, staff management and financial management, and legal services;

– to finance Telematics Cooperative activities not closely linked to the use of PTC standard software but supporting business development, operational process improvement, quality initiatives, adoption of new technologies, development of postal products, standards and other support tasks for the IB,

Charges

– the POC: • with assuming competency for all strategic, operational and tech-

nical matters concerning Telematics Cooperative activities; • with presenting a report to the next Congress on the progress of

telematics activities;– the Telematics Cooperative with assuming competency for strategy execu-

tion, operation, and technical and economic telematics aspects, giving it the authority to make and amend telematics recommendations,

Further charges

– the CA with supervising Telematics Cooperative finances through the examination and approval of the IB budget and annual accounts;

– the CA with presenting a report to the next Congress on the financing of the Telematics Cooperative;

– the Telematics Cooperative with presenting an annual report to the POC and the CA;

– the CA with supporting arrangements that will allow the Telematics Cooperative to fund development projects such as .post, PREM (postal registered e-mail), etc.,

Instructs

– the International Bureau: • to maintain the Postal Technology Centre as a service provider with

responsibility for implementing the strategies approved by Congress and by the Telematics Cooperative in the field of telematics and technology;

• to continue providing financial support to the Telematics Coopera-tive in line with resolution C ��/2004;

• to support policy developments and arrangements required to enable the use of external financing of developments in the area of E-services;

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• to ensure relevant cooperation between Telematics Cooperative activities and IB processes and programmes;

• to continue to promote the activities of the Telematics Cooperative and encourage designated operators to join it and to contribute actively to its activities,

– the Telematics Cooperative: • to cooperate closely with the IB in order to make the most efficient

use of available resources and expertise,

Invites

the CA to co-finance the Telematics Cooperative by covering Telematics Coopera-tive costs which are related to the IB support activities.


Resolution C 54/2008Postal air waybill numbers

Congress,

Reiteratingits considerations and its will expressed in resolution C 33/2004,

Awarethat information technology developments combined with stringent operational processes now enable traceability of postal receptacles during their end-to-end international transportation,

Highlightingthe fact that postal receptacles’ traceability during their end-to-end international transportation is a determining factor in the improvement of service quality and security for postal consignments,

Noting– that the IATA–UPU Contact Committee has approved the use of the postal

air waybill number combined with a product code enabling the identifi-cation of postal consignments and the application of processes that are specific to them;

– that the work of the IATA–UPU Group on EDI issues has led to the adoption by the Standards Board of standard M39 on EDI messages exchanged between designated operators and between these operators and air carriers;

– that standard M39 allows the exchange of postal air waybill numbers between stakeholders;

– that designated operators which modified their CARDIT system to include the postal airway bill number and product code to enable the identifica-

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tion of postal consignments can receive the relevant tracking data on the aforementioned topics from the airlines concerned,

Also noting– that the use of postal air waybill numbers combined with the postal product

code enabling the identification of postal consignments and the applica-tion of processes that are specific to them is a beneficial element in the interoperability of air transportation systems;

– that it affords uninterrupted traceability in cases where successive flights of the same airline or of different airlines are used;

– that it also enables the booking of capacity with air carriers, thus contribu-ting to the sustainable availability of transport capacity which enables the reliability of postal flows;

– that it will also help to bring about paper-free transport of postal consign-ments in the future. In the effort to realize paper-free transport of postal consignments in the future, securing a clear record of each delivery is indispensable,

Convinced– that the use of postal air waybill numbers combined with the postal product

code will only produce its full benefits if all stakeholders in the international postal flow processing chain are able to use this number and this code to identify postal consignments as such in order to apply the required processes and if the various authorities concerned facilitate this use;

– that the designated operators would, in their contacts with customs autho-rities and border protection agencies or any other agency taking part in the postal processing chain in their respective countries, benefit from resolu-tions taken by the main international organizations involved with interna-tional air transport,

Endorses

the results of the work of the IATA–UPU Contact Committee, the IATA–UPU Group on EDI issues and the Standards Board concerning the use of postal air waybill numbers combined with the postal product code,

Invites

designated operators to use postal air waybill numbers combined with the postal product code with a view to improving traceability of postal flows,

Urges

member countries:– to inform their respective authorities involved in the postal flow proces-

sing chain about the use of postal air waybill numbers combined with the postal product code and to ask them to make the necessary arrangements to facilitate this use;

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– to encourage the international organizations, whether with regional or worldwide coverage, in which they are involved, to acknowledge the use of postal air waybill numbers combined with the postal product code and to facilitate this use by all operators concerned,

Instructs

– the Postal Operations Council: • in close cooperation with the IATA–UPU Contact Committee and

the WCO–UPU Contact Committee, and with the support of the International Bureau, to undertake all necessary discussions with the World Customs Organization (WCO), with a view to obtaining from the latter acknowledgement of the use of the postal air waybill number combined with the postal product code, in addition, as the case may be, to the usual practices for postal identification and processing, without this use causing any change in the applicable customs procedures;

• in close cooperation with the IATA–UPU Contact Committee, and with the support of the International Bureau, to undertake all neces-sary discussions with the International Civil Aviation Organization (ICAO), with a view to obtaining from this organization acknowl-edgement of the use of the postal air waybill number combined with the postal product code, in addition, as the case may be, to the usual practices for postal consignments identification and processing, ensuring that this use does not interfere with the postal legal status;

– the IATA–UPU Contact Committee: • in close cooperation with the International Bureau, and in the light

of the Memorandum of Understanding signed between the UPU and the International Air Transport Association (IATA), to undertake all necessary discussions with IATA, with a view to disseminating information about the postal air waybill number combined with the postal product code to its members and promoting its use by them,

Decides

that any change to the UPU Regulations related to the exchange of international postal flows must lead to the gradual elimination of the use of paper-based docu-mentation and promote procedures based on electronic data capture and electronic data interchange (EDI),

Consequently instructs

the Postal Operations Council to ensure strict enforcement of the aforementioned decision.

(Proposal �2.Rev �, Committee 7, 5th meeting)

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Resolution C 56/2008Expanded use of electronic data interchange (EDI)

Congress,

Bearing in mindthat expeditious customs clearance of postal items is essential to the overall quality of international postal services,

Taking into accountthe fact that the submission of information about postal shipments in electronic form to customs authorities in advance of shipment can significantly accelerate the clearance of postal items,

Consciousthat service and efficiency improvements can be achieved if designated operators of origin and destination transmit data on inbound and outbound international postal items, for the purposes of customs clearance, in advance of receipt or dispatch of the items,

Awarethat governments of many Union member countries are liberalizing their postal markets, as a result of which possible differences between customs clearance procedures for designated operators and integrators may come under increasing scrutiny,

Acknowledgingthat in liberalized markets, designated operators may find it advantageous to collaborate with, and use the services of, private sector commercial operators for the delivery of postal items,

Realizingthat expanded use of EDI messages to transmit customs data on postal items can create the conditions under which the customs clearance regulations are applied in the same manner to both postal shipments and similar shipments carried by private sector delivery firms,

Observingthat the rapid developments in technology in the postal sector are placing increasing pressure on designated operators to implement the transmission of customs data on international postal items,

Convincedthat increased use of electronic transmissions of customs information on postal items from designated operators to customs authorities can not only become a valuable tool for combating terrorism and other threats to the security and safety of international mail exchanges, but can also improve operations, reduce admin-istrative costs and facilitate assessment procedures,

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Mindfulof the close cooperation between the Universal Postal Union and the World Customs Organization to align the import and export of mail with the guidelines outlined in the Framework of Standards to Secure and Facilitate Global Trade,

Pleasedto note that the Postal Operations Council, through the work of the EMS Coopera-tive, the Parcels Group, the Telematics Cooperative and the Postal Security Action Group, has developed, deployed and promoted applications and actions to expand the transmission of data concerning international mail exchanges,

Understandingthat designated operators have disparate levels of resources, expertise, hardware, and manpower with respect to implementing electronic customs manifesting,

Also mindfulof the mission of the UPU “to stimulate the lasting sustainable development of efficient and accessible universal postal services of quality in order to facilitate communication between the inhabitants of the world”,

Further mindfulof the importance of data and privacy protection in view of the long-standing repu-tation of the Posts as guardians of the integrity of the mail,

Instructs

the Postal Operations Council to:– develop and maintain standards consistent with best practices and privacy

obligations or national legislation in connection with data protection and postal secrecy for UPU-Customs EDI messaging, through the Standards Board, in cooperation with the World Customs Organization,

– promote, in cooperation with the World Customs Organization, the use of EDI transmissions between designated operators and from designated operators to local customs authorities for the clearance of postal items,

– draw up a plan involving the relevant POC groups and in consultation with the UPU–WCO Contact Committee for the implementation of transmis-sion of EDI customs messages on postal items in a phased-in manner, to be determined after appropriate study, including identifying products, types of mail impacted, customer and operator capabilities, operational impacts, and performance measures.

(Proposal 9�, Committee 7, 5th meeting)

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Resolution C 58/2008Postal accounts – Resolving frequent or extended debts

Congress,

Realizingthat the delivery designated operators of UPU member countries incur heavy expenses in carrying out their obligations under the UPU Acts to handle, process, transport and deliver inward letter-post items and postal parcels, as well as other types of postal items that they receive (such as EMS),

Recognizingthat specific provisions of the UPU Convention, Letter Post Regulations and Parcel Post Regulations contain obligatory prescriptions regarding, for example, the amount to be paid by the sending designated operator to the receiving designated operator for the postal items received, and the related preparation and settlement of postal accounts,

Notingthat the UPU Letter Post Regulations and Parcel Post Regulations contain provi-sions relating to the interest that is payable by the sending (debtor) designated operator to the delivery (creditor) designated operator in cases of overdue payments relating to those postal accounts,

Realizing furtherthat, despite those provisions relating to interest payable, there is an ongoing debt situation in which numerous debtor designated operators have considerable arrears with numerous creditor designated operators, with many accounts in arrears for one or two years and often longer,

Concernedthat there currently are no remedies prescribed in the UPU Acts enabling creditor designated operators to take effective measures to ensure that debtor designated operators liquidate in full the outstanding debts owed to them, if need be, through a payment schedule acceptable to the creditor designated operator concerned,

Awarenonetheless that, in many of its programmes, the UPU takes due account of coun-tries affected by natural disasters or in special situations,

Instructs

The Postal Operations Council to quickly undertake a study of this situation in order to:– document and assess the current overall situation concerning debts on

postal accounts between the designated operators of UPU member coun-tries as regards postal items exchanged between them pursuant to the

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UPU Acts (particularly letter-post items and postal parcels, but also other items such as EMS);

– identify and recommend, as required, changes to the UPU Letter Post Regulations and Parcel Post Regulations that would put in place a mecha-nism enabling creditor designated operators to take decisive and timely action to collect the amounts (including applicable interest) seriously in arrears;

– examine the need to provide a concurrent mechanism whereby the creditor designated operator, in such cases, provides the UPU International Bureau with evidence of the outstanding debt and a copy of the notice that the creditor designated operator is sending to the debtor postal operator regarding the action it is taking;

– put into effect, as soon as practicable following their approval by the Council after completion of the study, the recommended changes that are within the scope of the Council’s responsibilities, in the manner that it deems to be the most appropriate;

– draft, if applicable, one or more Congress proposals resulting from this study, for submission to the 20�2 Universal Postal Congress;

– ensure nonetheless that due account is taken, in a manner to be deter-mined in the course of the study, of countries affected by natural disasters or in special situations which are not in a position to clear their financial debts relating to postal accounts straightaway,

Also instructs

the Postal Operations Council to determine the most effective manner for carrying out the study proposed and which group or body is to be charged with leading the work,

Invites

the Council of Administration to consider, if applicable, possible recommendations resulting from this Postal Operations Council study which fall within its own area of responsibilities.


Resolution C 59/2008Making the wording of reservations more explicit

Congress,

Consideringthat ambiguity in the text of reservations may cause misunderstandings,

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Awareof the importance of preventing any partiality in the interpretation of the Acts and the relevant Protocols,

Invites

all UPU member countries to use explicit wording in the texts of their reservations to the different Acts of the Union.


Recommendation C 60/2008Lack of documentation when handing over airmail and S.A.L. dispatches

Congress,

Notingthat, increasingly, incoming dispatches are not accompanied by CN 37, CN 38 and CN 4� forms,

Also notingthat a large number of verification notes need to be raised as a result of the missing forms,

Further notingthat replacement delivery bills need to be prepared, and then to be validated and signed by the airlines and that it is currently difficult to monitor what was actually dispatched, as a result of which bags are often lost and/or mislaid. This situation gives rise to insecurity, and generates costs in terms of man-hours and operational materials,

Consideringthat article RL �90 of the Letter Post Regulations and article RC �78 of the Parcel Post Regulations clearly provide for the form of delivery of dispatches and the generation of the appropriate number of copies of the respective forms,

Also consideringthat some designated operators are failing to comply with these articles,

Recommends

that countries be urged to comply with the existing provisions and to take all neces-sary steps to rectify the situation with respect to incoming dispatches.


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Resolution C 63/2008Extraterritorial offices of exchange (ETOEs) and international mail processing centres (IMPCs)

Congress,

Notingthe stabilizing effect of Bucharest Congress resolution C 44/2004 on the growth of ETOEs and on the number of countries in which they operate, due mainly to:– the requirement that the UPU member country in which an ETOE is located

must give its agreement to the establishment of an ETOE, according to its national policy;

– the granting to the UPU member country of destination of a choice in determining how to treat items received from an ETOE, according to its national policy;

– better notification requirements for registering with the UPU as an interna-tional mail processing centre (IMPC);

– the recommendation that UPU member countries announce their policies with respect to ETOEs, and the subsequent publication of these policies by the International Bureau,

Bearing in mindarticle 2 of the Convention, adopted at the Bucharest Congress, which requires UPU member countries to announce the entity or entities (governmental entity and designated operator(s)) responsible for fulfilling the obligations arising from the Acts of the Union on their territory,

Acknowledgingthat national policies of UPU member countries may differ on the issue of ETOEs,

Noting alsothat international mail processing centres (IMPCs) have been registered to private companies,

Also bearing in mindthat the UPU has endeavoured to seek compatibility between the Acts of the Union and WTO disciplines such as most favoured nation status, non-discrimination and equal access,

Awareof the fact that there remain legitimate operational concerns with respect to the handling of items received from ETOEs and IMPCs registered to private companies in the areas of:– applying UPU procedures and forms for Customs and airlines;– security issues regarding the identity of the real sender of the mail;– return of verification notes;– undeliverable items;

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– lack of operational and contact information for the destination country;– correct remuneration for the delivery of items received,

Consideringthat UPU forms are fundamental components of the UPU Acts,

Taking into accountthe work already begun by the POC (Standards Board) to review technical stand-ards such as S�0, S34 and S35, in order to facilitate identification of sender opera-tors,

Decides

i that the operator designated by a UPU member country under article 2 of the Convention may continue to request registration of IMPCs established for its own purposes and on its own national territory;

ii that the governmental entity of the UPU member country provided under article 2 of the Convention shall make the registration request or provide written authorization for all other IMPCs to be established on its territory;

iii to continue the suspension of requests for registration of IMPCs to private companies, referring a decision on the matter to the Council of Administration and the outcome of its study,

Invites

UPU member countries– to review and notify the International Bureau of their national policies on

ETOEs and on IMPCs registered to private companies, taking into account other national policies and the need to use agreed standards and proce-dures;

– to respect and observe the conditions laid out in resolution C 44/2004;– to respect the national policies defined by other UPU members,

Instructs

the Council of Administration, in consultation with the Postal Operations Council, to conduct a study of ETOEs and IMPCs, to include the organization of domestic postal markets and the effect of national or regional policies on the UPU and on the UPU Acts (Convention, Regulations, UPU forms, including the implications of a declaration of multiple operators through article 2 of the Convention and the regis-tration of IMPCs to private companies), as well as on other agreements reached at the UPU level (airlines and customs handling, worldwide quality of service meas-urement, Quality of Service Fund, etc.),

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Also instructs

the Postal Operations Council:– to study and adjust, or recommend the adjustment of, the information

requirements in standard S34 and on paper UPU forms in such a way that the origin and the operator of the mail is clearly identifiable to the destination operator, as well as to the airlines and customs authorities handling the mail, in order to bring information requirements for ETOEs and IMPCs registered to private companies, in line with the requirements of other offices of exchange established by UPU designated operators;

– to study the operational issues involved in a situation where more than one operator in the same country dispatches or receives international items, including the impact on barcode structure, on track and trace systems, on quality measurement systems, etc.;

– to review current policies and make recommendations on the referencing of technical standards in the UPU Regulations,

Further instructs

the International Bureau, in liaison with the POC:– to manage the registration process, maintain and publish lists of active

IMPCs, by type and by location, and make them readily available and accessible; this would include IMPCs:

• registered by the operators designated to fulfil the Acts of the Union, for their own purposes and on their own territory;

• registered as ETOEs; • registered as IMPCs by private companies; • registered as military IMPCs;– to collect and share with other member countries and designated opera-

tors: • information on UPU member country policies (entities notified under

article 2 of the Convention, policies and conditions for establishing ETOEs on their territory and for receiving ETOE items, etc.);

• operational information on ETOEs and IMPCs registered to private companies.


Resolution C 64/2008Cooperation in the area of postal statistics

Congress,

Taking into accountthat the Universal Postal Union (UPU), as the specialized agency of the United Nations dealing with the postal field, is responsible for making relevant information and analyses on the development of the sector available to its members,

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Notingthe role of the UPU as a specialized agency of the United Nations qualified to gather, analyze, publish, harmonize and improve postal statistics,

Awarethat the postal statistics published by the International Bureau represent an impor-tant working tool for member countries, and need to respond to the expectations and information needs of all postal sector players,

Consideringthe importance of statistical data that are reliable, consistent and relevant for the macro-economic studies carried out by the Council of Administration and Postal Operations Council, and for the application of the methodology for classification of countries and territories for participation in the target terminal dues system and the Quality of Service Fund,

Also awareof the need to guarantee the confidentiality of certain information provided, if member countries so wish,

Strongly encourages

member countries and designated operators to provide the International Bureau with:– reliable, consistent and relevant statistical data, and especially data rela-

ting to: a postal infrastructure, b volumes of letter post, postal parcels and express items,– statistical data that are reliable, consistent and relevant for classifica-

tion of countries for terminal dues system and Quality of Service Fund purposes;

– other statistical information needed for macro-economic studies carried out within the Council of Administration and Postal Operations Council,

Calls on

the associations which form part of the postal sector, and in particular the members of the Consultative Committee, to furnish reliable, consistent and relevant data relating to the infrastructures used and volumes of activity of their members, so that indicators for the whole sector can be established at the worldwide level,

Instructs

the International Bureau:– to publish the Postal Statistics yearbook on the basis of the information

provided by member countries, regulatory authorities, designated opera-tors and private-sector associations;

8�


– to organize the processing of raw data according to the fundamental prin-ciples of official statistics, and to restrict access to raw data to persons tasked by the International Bureau with the processing of data;

– to ensure the confidentiality of the information provided if member coun-tries so wish. Where confidential processing is requested, the data trans-mitted shall be used only to calculate the totals needed for analysis of the worldwide and regional situation and shall under no circumstances be published individually;

– to contribute to the establishment and improvement of a compilation of statistics;

– to continue training activities in the area of postal statistics with a view to improving the availability, quality, and reliability of statistical information.


Resolution C 65/2008Impact of new technologies on the activities of the Union

Congress,

In view ofthe reports on the work of the Council of Administration and the Postal Operations Council with regard to electronic postal data and the various electronic postal data management systems introduced within the framework of UPU activities,

Consideringthe impact of new technologies on the activities of the UPU, its member countries and their designated operators, and on the legal hierarchy of the Acts and deci-sions of the UPU,

Notingthat the implementation of an electronic postal data management system may include:– the use of specific technological tools for data transmission by designated

operators and the protection of those data;– access by designated operators to a common database and the protec-

tion of the data entered in that database;– the conclusion of specific agreements between designated operators and

the development of an operational guide for each system;– the management and maintenance of this common database;– the preparation of reports based on this database and the submis-

sion of these reports to the UPU bodies and the designated operators concerned;

– the establishment of an operational management structure for each system,

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Recallingthe need to abide by the principle of technological neutrality in the Acts and deci-sions of the UPU,

Recognizingthe need to harmonize the regulation relating to electronic postal data in the Acts,

Noting alsothat these systems, introduced within the framework of UPU activities, should respect the founding principles of the UPU, and in particular be accessible to all designated operators of UPU member countries, without discrimination,

Recognizing alsothat the management and maintenance of these systems should be in line with UPU decisions,

Acknowledgingthat two types of agreement, containing purely operational and technical provisions, appear necessary for each system introduced within the framework of UPU activi-ties, i.e. a service convention not specific to the tool used, and an EDI agreement specific to the tool used,

Stressingthe need to ensure that these service conventions and EDI agreements comply with the Acts of the Union with regard to these systems,

Also acknowledgingthat this compliance could be guaranteed by the adoption within the UPU of these service conventions and EDI agreements, or even the introduction by the UPU of certification and audit processes,

Recognizingthe diversity of the operational management structures relating to the electronic postal data management systems introduced within the framework of UPU activi-ties, and of their rules of procedure,

Further notingthat the secretariat activities connected with the operational management of these systems are new tasks within the UPU,

Further acknowledgingthat these new developments are likely to have an impact on the structure and operation of the permanent bodies of the UPU,

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Instructs– the Council of Administration: • to study: – governance issues relating to electronic postal data man-

agement systems introduced within the framework of UPU activities, and to data protection;

– the impact of these issues on the Acts, the UPU structures and the financing of UPU activities;

• to lay down principles which the Postal Operations Council should take into account in the work it carries out in accordance with this resolution;

• to report on these issues to the next Congress,– the Postal Operations Council: • to study, bearing in mind the principles adopted by the Council of

Administration: • operating, technical and economic issues connected with the

transmission of data, and with the electronic postal data manage-ment systems introduced within the framework of the UPU’s activi-ties;

• the formalizaton, harmonization and standardization of the rules of procedure of the bodies responsible for managing these systems.


Resolution C 72/2008Electronic network of the Universal Postal Union

Congress,

Wishingto strengthen still further the effective role of the UPU electronic network, which consists of facilitating the transmission and exchange of information, and in accord-ance with resolutions C ��/2004, C 52/2004 and C 35/2004 adopted by the 2004 Bucharest Congress,

Believingthat translating the UPU website into more languages is an achievable objective, given the significant technological changes currently taking place in the postal services – particularly in the electronic network, and will facilitate access to opera-tional data published on the site,

Instructs

the Council of Administration, in conjunction with the International Bureau, to expand the scope of the UPU’s electronic network – including its website (www.upu.int)

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– by introducing other languages (Arabic, Spanish, German, Chinese, Portuguese and Russian), provided that a cost-benefit analysis justifies it.

(Proposal 72, �0th plenary meeting)

Resolution C 73/2008Updating the password-protected list of e-mail addresses available via the UPU website

Congress,

Consciousof the current communication needs in response to emergencies and/or business between the senior officials of both regulators and designated operators,

Urges

countries to have their e-mail addresses included in the password-protected list available via the UPU website, and to notify the International Bureau of any changes thereof,

Requests

that the International Bureau:– make every effort to update the list of e-mail addresses of the senior offi-

cials of regulatory bodies and designated operators;– that the list be made more accessible, on the UPU website and password-

protected as is currently the case, but closer to the homepage.

(Proposal 8�, �0th plenary meeting)

Resolution C 79/2008Study on the financial impact of the distribution of UPU documentation by the International Bureau to member countries and designated operators

Congress,

Commendingthe Acts of the Union Project Group and Committee 2 of the Council of Administra-tion for their accomplishments during the four-year cycle from 2005 to 2008,

Observingthat the Acts of the Union Project Group undertook to study the replacement of the term “postal administration” by “member country” and /or “designated operator” in the Acts,

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Consideringthat Congress has adopted proposals (�5.�03.�, �5.�05.�, �5.�07.�, �5.��2.�, �5.��4.�, �5.��.�, �5.�2�.�, �5.�23.�, �5.�2�.� and �0.29.�) pertaining to the distribution of various UPU documentation to member countries and designated operators,

Recognizingthat designated operators and member countries both have a vested interest in receiving UPU documentation,

Notingthat the number of copies to be distributed without additional charge, as well as the precise entity that is entitled to receive the documentation, has not been specified,

Anticipatingthat such distribution shall have a financial impact on the budget of the Union,

Instructs

the Council of Administration, with the support of the International Bureau, to study the financial impact and other related issues regarding the above mentioned deci-sions and make recommendations, at its session in 20�0.

(CONGRÈS C 3–Rapp 3.Annex �, Committee 3, 3rd meeting)

Decision C 81/2008Issues referred to the Postal Operations Council for consideration

Congress,

Having decidednot to adopt proposals 20.7.2.Rev �, 20.4.2, 20.�2.2 and 20.�5.5,

Consideringthat these proposals nevertheless contain ideas that deserve to be studied,

Instructs

the Postal Operations Council:– to study the questions raised in these proposals;– to submit appropriate proposals to the next Congress, if that should prove

necessary.

(CONGRÈS C 5–Rapp 5, Committee 5, 5th meeting)