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POST OFFICE GUIDE

PART I

3.Night Post Offices-

 The working hours of the post offices are generally fixed by the Head of
the Circle.
 However, the Director-General may extend the working hours of any
post office up to 8:30 P.M. and keep them open on Sundays also.
 These post offices will be termed ‘night post offices’ and will transact
those transactions which have been authorized by the Director-General
in this behalf.
 During the extended hours, these post offices will generally book
registered articles including V.P. articles, sell of I.P.Os. and postage
stamps.
 Deposits into Savings Bank Account and sale of cash certificates will be
available up to 7.00 p.m. on week days only.
 On Sundays and National Holidays as well as other P.O. holidays the
night Post Offices function and observe restricted working hours. These
offices work for one shift only from 10:00 to 17.00 hours. The delivery
functions of the offices are entirely suspended as well as the payment of
Money Orders and Saving Banks and post office Certificates are also
suspended on these days.
 Night Post Offices are indicated in the list of Post Offices in Part III of this
Guide.

4. Mobile Post offices: -

 These offices remain closed on Sundays and Postal Holidays
 These Mobile Post Offices are intended to provide the facility of late
posting in the different areas of the cities at different timings according
to a fixed schedule (excluding insured and V.P.)
7. Business done on Sundays and P.O. holidays: -

 Except the Night Post Offices all post offices Mobile Post Offices are
generally closed on Sundays and PO Holidays and no business
transacted with the public.
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 There is also no clearance of street letter post boxes delivery of mails on

such days.
 Facilities are provided for the posting of letters on which the prescribed
late fee is paid during certain specific hours in the letter boxes at RMS
offices and at selected offices. Such postings can also, be made in the
letter boxes of the mail vans of R.M.S. Sections.
 Machine franked articles should not be posted either in the Post Office
letter box or the mail van letter box.
 Registered newspapers and packets of registered newspapers are
accepted on Sundays and PO holidays without payment of any late
fee in Press Sorting Offices, R.M.S. offices and at Night Post Offices.
 Generally, all RMS offices stamps, postal stationary and book registered
articles on payment of usual late fee during specified hours on Sundays
and PO holidays.

11. REMOTELY MANAGED FRANKING SYSTEM (RMFS): -

 Impression of Franking Machine consist of 1. Value dies and 2.
Licence die.
 The frank impression shall be blue in color.
 Licence of Franking Machine is issued by the Head of the Postal
Division or independent Gazetted Postmaster of the office, or
Directors Mumbai, Kolkata and New Delhi GPO.
 Designated Post Office/ Designated Mail Office/ Designated Field
Post Office shall be a designated office, not below the status of
double-handed office, authorized to accept franked mail. No
second office for acceptance of franked mail will be authorized.
 CUSTOMER REFERENCE NUMBER (CRN): -
o Customer Reference Number (CRN) will be a unique number
and shall be issued by the Licensing Authority to the Licensee
of Franking Machine as prescribed in this Manual. CRN and
license number issued by the Licensing Authority are one and
the same thing.
 LICENSE IDENTIFIER
o The License Identifier shall be the unique number of the
franking machine assigned by the Original Equipment
Manufacturer that shall be conveyed to the Franking Machine
User separately for each machine at the time of purchase
 DIGIFRANK PLUS
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o Digifrank plus is the name given by India post to the new facility
of franking based on RMFS.
 Machine Franked articles posted in letter boxes shall be treated as
unpaid articles.
 Unregistered articles bearing impressions of the previous date shall
not be accepted.
 Licence of RMFS: -
o Rs.375/-
o Licence is valid for 5 Years
o There are three types of licence – 1. Individual 2. Commercial
3. Departmental
o Renewal fee for the expired licence – Rs.475/-
o Renewal Period – Before 11 months from date of expiry till
licence expiry date with renewal fee Rs.375/-
o The licensing authority shall issue the 4 copies of certificate of
licence. 1. FM User 2. Designated Office 3. RMFS Centre 4.
Office Copy
o Licence issue time – 10 working days
o Licence renew time – 5 working days
o The licence may be cancelled after expiry of 3 months from
the date of expiry of licence has not applied for renewal.
o The register of repairs is to be preserved for 2 years from date
of last entry in it.

 Recharge: -
o First Recharge – Rs.2000/-
o Subsequent Recharge – Minimum Rs.1000/- + Multiple of
Rs.100/-
o SBI and Post office having e-payment facility can deposit the
payment to recharge machine.
o DOP Server would dial Bank Server at a predetermined time
(every day at 10:00 PM)
o If the RMFS does not dial the RMFS server within stipulated time
period of 30 days. It gets blocked and shall be unlocked only
when it dials the RMFS server and upload its data. It is a
reversible process.
o The meter “cancellation” is a non-reversible process i.e., a
meter once cancelled cannot be used for re-credit.
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 Authorised Franking OEM :-

o NeoPost
o Pitney Bowes
o Frama

 Rebate: -
o Rebate of 3% will be allowed on Franked value whenever
meter is reset i.e credit is uploaded in the machine provided
that rebate will be allowed for a minimum consumption of
Rs.5000/-.
o Payment of rebate will be obtained in form ACG-17 by licensee
of his agent.
o The claim for refund will be made at the first time of posting of
articles after uploading the credit in the machine.
o A additional rebate 2% will be allowed on presentation of Pin-
Code wise sorted frank mails as per conditions prescribed by
the DoP.
 Refund of erroneous impression: -
o Refund will be made for any impression made in error (less a
deduction of 5% on face value) on surrendering the envelops
or wrappers, provided that the impression is legible and that
claim is preferred within 1 months of date of impression
 Advertisement: -
o Not more than one slogan or advertisement is used on one
article.
12. Prepayment of Postage in Cash: -
 Head of circle will authorise the post offices for prepayment services.
 Unregistered Articles: -
o In Big City – 500 articles
o In small City/Town – 250 articles
 Registered Articles – Not less than 50 Letters
 For firm or business establishments – articles should be 500 at a time in
respect of letter (closed cover), ILC, postcard and un-registered
parcels.
13. Spoilt or defaced Stamp: -
 The special registration envelops provided by the post offices, cannot
be used for the transmission of unregistered postal articles.
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14. Fictitious Stamps: -

 Use of fictitious stamps for any purpose whatsoever is prohibited and
is offence punishable under section 263-A of IPC.
 For illustration purpose in philatelic publication or in a article or section
relating wholly to postage stamps which may appear in publication
or a general character. Such productions however must only be in
black.
28. Mails for Navy Personnel serving in INS Ships: -
 Should be addressed to C/o Fleet Mail Office, Mumbai.
34. Recall of Articles: -
 Where the application is in respect of an insured or registered articles,
it shall also be accompanied by a copy of the original receipt
granted by the post office.
 No postal article shall be recalled nor shall the address thereon be
altered except under and in accordance with the orders of the
Central Government, the Director General, Postmaster-General or
such other authority as may be authorized by the Central
Government in this behalf i.e., the first-class Postmaster, if the article
was posted in his office or the superintendent of Post Offices of the
area.
 Fees: -
o Rs.6/- per articles for inland mails
o Rs.30/- per articles for foreign mails
40. Delivery of damaged registered article of the letter and parcel mail: -
 A notice will be sent by the Postmaster to that office to the addressee
requesting him to attend the post office within 7 days in case of inland
articles.
 Or 15 days in case of foreign article to take delivery of it either personally
or through an agent.
41. Delivery of Parcels and Period of detention at the office of delivery: -
 A parcel which does not exceed 10 kg in weight (expect VPP and those
addressed to Poste Restante) will be issued for delivery only once and if
it can not be delivered through any cause on first presentation by the
postman. It will be brought back to the post office and will not issue
again.
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 A parcel weighing above 10 Kg in weight will be delivered only at the

Post Office Window.
54. Correspondence for Defence Service Personnel: -
 The articles on which postage due will be returned to sender as
undelivered.
 Postage due on inland letters card is called “force letter” and “Green
Envelops” is prepaid under special arrangements.
 No recovery should be made at the time of delivery from the addressee
of “force letter” and “Green Envelops” which bear the date of stamp of
an “Army Post Office”
55. Post Box & 56. Post Bag: -
 The period of rental of a post box commences from the first day of month
in which the post box is allotted and the period of renewal of rental
commences from the first day of the month immediately succeeding the
period of previous rental.
 RENT:
 Post bag & post box if taken separately
 One financial year Rs.150/-
 Three calendar months or part thereof Rs.50/-if rented for a
period of less than a full financial year
 Post box and Post bag combined together
 One financial year Rs.250/-with the same number or
different No.
 Three calendrer months or part thereof Rs.80/- if rented for
a period of less than a full financial year
 Instruction received from addressee authorizing the post office to deliver
articles or pay money orders to persons other than themselves should be
treated as lapsed after a time limit of 3 Years unless renewed within that
time.
63. Identification Card: -
 Issued only in HO.
 Validity of 3 Years from date of issue.
 Fees: -
o Fresh – Rs.250/-
o Renewal – Rs.150/-
o Duplicate – Rs.100/-
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64. Poste Restante: -

 The Poste Restante is intended solely for the convenience of strangers
and travellers and even they may not use the Post Restante for more
than 3 months.
 A Poste restante (except VP) is kept in the post office to which it is
address for a period not exceeding 1 month.
 A VP Post article marked “Poste Restante” is kept in the post office for a
period of 7 days.
71. Redirection fee on Parcels: -
 Fee – Half of Prepaid fee
 Where the original address and the substituted address are within the
delivery area of the same post office or are within the same post town,
no redirection charges will be applied.

73. Period for which instructions of address change valid: -

 Separate written instructions are required for every change of address
and instructions will not ordinarily be attended to for a longer period than
3 months.
74. Period within which complaints should be preferred: -
 Complaint related to Money Order and V.P.: -
o 12 months from the date of issue or booking of VP Articles.
o 2 Years in case of Money order issued in Field Post Office.
 Complaint related to loss or damage to registered or insured where a
claim for compensation is made: -
o 3 months from the date of posting of article.
 Other complaints related to Inland Post: -
o 6 months from the date of the issue.
 Complaints regarding miscarriage, loss and destruction of Postal Orders:
-
o 12 months from the last day of the month of issue
97. Postal Articles: -
First Class Mail
1) Letter
2) Letter Cards
3) Post Cards
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Second Class Mail

4) Book and Pattern Packets
5) Book Packets containing Printed Books
6) Book Packets contains Periodicals
7) Blind Literature Packets
8) Registered Newspapers
9) Sample Packets
10)Parcels
 Under “All Up Scheme” all first-class mails are given free air transmission
within the limits of India.
 The weight of letter card should not exceed 5 grams.
 Should a letter card be posted infringing the conditions it shall be taxed
as a letter and double the deficiency at letter postage rate shall be
recovered subject to a minimum of Rs.1/-
 Quick Mail Service: -
o For first class mail the articles should be posted in Special letter box
(Yellow Striped and Marked QMS)
136. Exemption form Postal Fee “Blind Literature Packets: -
 Blind literatures are exempted from payment of postage as well as the
following fees.
o Registration Fee
o Fee for Acknowledge
o Fee for the attested copy of the receipt
 Postage free blind literature packets will be transmitted by surface route
only. If they are to be sent by air, the airmail charges as prescribed for
packets has to be paid.
139-144. Registered Newspaper: -
 The newspaper shall have been registered in the office of the Head of
the Division or RMS Divisions and Independent Gazetted Postmasters in
jurisdiction in which it is published, and the period for which its registration
or the last renewal thereof as the case may be remains in force shall not
have expired.
 It is published in numbers at intervals of not more than 31 days.
 It has a bonafide list of at least 50 subscribers. This condition shall not be
mandatory for granting postal registration to the publications of
Ministries/Departments of Government of India only
 The full postage shall be prepaid unless the newspaper is exempted from
prepayment of postage by a valid license.
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 The newspaper shall bear in print in any convenient place either on the
first or last page the word “Registered “followed by the registration
number which has been assigned to it by the Head of the Division and
Independent Gazetted Postmaster
 first registration shall be remained in force till 31st December of the third
calendar year following that in which it was effected. Every subsequent
renewal of registration shall remain in force for three calendar years.
 Application for renewal of registration shall be made so as to reach the
officer concerned at least three months before the date of expiry of the
previous registration and shall be accompanied by two copies of the
latest issue of the publication of the newspaper.
 No fee shall be payable for the renewal of registration or at the time of
registration.
 A late fee of Rs.50/- shall be charged for each application for renewal
received later than the last working day of the third calendar month
preceding the last month of the period of previous registration.
 Where the application for renewal is received after the date of expiry of
the previous registration, a late fee of Rs.100/- shall be charged with such
application.
 The newspaper applying for RNP must have some price and its printing
on newspaper is mandatory. Provided that price and its printing on the
newspaper shall not be mandatory on the newspaper(s) published by
Ministries/Departments of Government of India only.
 The Head of Circle/Head of Region grants the permission of posting
without prepayment.
 The license number is required to be printed along with the words-
“Licensed to post without prepayment” below or after the Postal
registration Number. The licensee may also use the abbreviated version,
instead of the complete phrase as above, by substituting the phrase with
the term “WPP” as prefix before the license number.
 Security for WPP: - Equivalent to the total of one month postage as
security deposit.
 Bill for WPP: -
o On 16th day of Month: - Posting of RNP between 1st to 15th
o On 1st day of Next Month: - Posting of RNP between 16th to end of
previous month.
 The payment of bill should be made by the licensee at the office
indicated in bill within 7 days.
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 In the event of non-payment of a bill within a fortnight, the posting of the

Newspaper without prepayment of postage will be immediately be
stopped.
156. Manner of Posting “Parcel”: -
 Every Parcel (Including service parcels) intended for transmission by post
must be presented at the window of the post office. Any parcel found
in a letter box will be treated and charged as a registered parcel.
157.Articles given Airlift: -
 All first-class mails and money order are given air transmission as a matter
of course, without payment of any additional air fee.
 Other class of mails will be required to paid with requisite air surcharge,
if they are to be given air transmission.
170. Compensation: -
 The Head of Circle may grant to the sender, or at his request to
addressee solely as an act of grace and not in consequence of any
liability compensation up to a limit of Rs.100/- of any inland letter, packet
or parcel.
 That the application for compensation shall have been made within 3
months of date of posting of the article in case of loss of the article and
within one month of the date of delivery of the article in the case of loss
of contents or damage.
 Note: For VP articles, the period will be one year.
181. Special Acknowledge: -
 The sender of the insured articles is entitled to obtain free charge an
acknowledge of its delivery signed by addressee or his authorized agent.
194. Detention in office of delivery and levy of demurrage: -
 If the addressee of a VP article omits to take delivery of it within 7 days
following the date of its first presentation or the date of delivery to him
or his accredited agent of an intimation of its arrival. The article will be
returned to sender on the 8th day.
 Provided that if in the meantime the addressee has applied in writing to
the post office for the detention of the article for a further period not
exceeding 7 days beginning with the said 8th.
 Demurrage: -
o For VPP – Rs.3/- per day
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o For VPL – Rs.2/- per day

199.Unpaid and insufficiently paid articles: - For official “On Government
Service”:-
 The postage chargeable on the delivery of official postal articles, when
postage is not prepaid or is insufficiently paid is as follow –
o Postcard, letter card, letter or packet
 Unpaid – The prepaid rate
 Insufficiently paid – The deficiency
 The prepayment of postage on parcel is compulsory.
205-207. Camp Articles, Special Bags and Camp Bags: -
 This facility is only for President, Vice-President, Minister of the Central
Government, Governor of State, & DG Posts.
 The camp bag will be booked and delivered on all days including
Sunday and Holiday

S.No. Particulars Parcel Air Parcel Letter Mail

1 Weight Max 10 Kg
Max
2 Postage Postage Postage Not be charge
Payable on 10 according to as Postage
Kg Parcel the weight on
Air Parcel
3 Incidental Rs.16/- Rs.6/- Nil
Charge
4 Registration As applicable As applicable As applicable
Charge
5 Prepaid In Service Stamp In Service Stamp In Service Stamp
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Label of Camp
Bag

Address Label Tag Label

 The service postage stamps should be affixed on the right-hand upper

corner of this tag-label.
215-233 Money Order: -
 Remitter – Sender,
 Payee – Addressee
 Maximum amount of MO – Rs.5000/-
 Minimum – Rs.1/-
 High Value MO – Rs.1000/-
 Alteration in address or place of payment: -
o Without any additional charge
 Alteration of payee’s name: -
o Second commission equal to First.
243-254 Indian Postal Order: -
 Denomination & commission: -

S.No. Denomination Commission

1 Rs.10 1
2 Rs.20 2
3. Rs.50 5
4 Rs.100 10
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o Printing and supply of IPOs of deno. Rs.1, Rs.2, Rs.5, & Rs.7 has been
discontinued vide order no.28-54/2013-PO dated 19.01.2015
o Printing of IPO deno. Rs.20/- had been put on hold vide order
no.28-54/2013-PO dated 19.10.20

 To enhance the value of Postal Order, there is provision to affix postage

stamps not more than 4 stamps up to Rs.3/- but this facility is not available
in case of Rs.100/-
 Branch office do not have the stock of IPO.
 If postal order is presented for payment after 2 years but before 3 years
from the last day of the month in which it was sold, second commission
is to be collected in form of Postage.
 Crossing of IPO:
o IPO can be crossed like cheques.
o Such Postal Order cannot be paid by cash across the counter but
can be paid through a bank including POSB.
255-259 Philately: -

 India’s so called first stamp was released in 1852. They were embossed
individually onto paper. The shape was circular, with ‘SCINDE DISTRICT
DAWK’ around the rim and the British East India Company’s Merchant’s
Mark as the central emblem.
 The Penny Black was the world's first adhesive postage stamp used in a
public postal system. It was first issued in the United Kingdom (referred to
in philatelic circles as Great Britain), on 1 May 1840, but was not valid for
use until 6 May.
 The First Stamp of Independent India was issued on 21 November 1947. It
depicts the Indian Flag with the patriots' slogan, Jai Hind (Long Live India), on
the top right-hand corner. It was valued at three and one-half annas.
 Philatelic deposit account (PDA) system was introduced with effect from
01.08.1965
 Philatelic Bureau –
o A Philatelic Bureau is a branch of a Head or Sub Post Office
specifically set up by the Department to deal with the receipt and
sale of all philatelic items.
o It maintains Philatelic Deposit Accounts and also deals with mail
orders.
o For Indian, Account may be opened with Rs.200/-
o Foreigner customer can also avail the facility by opening an
account with Director (Philately), Mumbai GPO-400 001
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o For foreigner, the PDA will be opened with Rs.1000/-

o Handling charge is 2%(minimum Rs.5/-) on each occasion will also
be levied.
 Philatelic Counter-
o The Philatelic Counter is a counter for sale of philatelic items and
is a part of the post office specially selected for the purpose. These
counters, however, do not provide special cancellation on FDCs
or special covers. Philatelic counter is attached to a Philatelic
bureau.
 Commemorative/Special Stamps-
o Stamps, covers or postal stationery issued to commemorate an
event, and institution, a theme, flora or fauna and personages,
are called commemorative/special stamps.
o Commemorative stamps are printed only once in limited numbers
 Definitive Stamps-
o These are stamps specifically issued for day-to-day postal needs
and placed on sale for an unlimited period.
o They are distinct from commemorative issues and are available in
several denominations.
o Definitive Stamps are re-printed.
 First Day Cover –
o First Day Cover is brought out along with commemorative/special
postage stamp.
o Issued on the day of issue of the stamp.
o Bears the stamp franked with a special cancellation of the day of
issue.
o Cost of each blank First day cover is Rs. 5.00.
o First Day Cover is put on sale on the day of release of the stamp.
 Special Cover-
o An event which is not nationally important enough to be
commemorated by issue of commemorative/special stamp or for
which a stamp cannot be accommodated in the annual issue
programme is commemorated by the Department by issue of
Special Covers which can be cancelled with a special
cancellation at the post office selected for the purpose.
 Brochure –
o Whenever any commemorative/special stamp is issued, a
publicity brochure is also brought out.
o It contains a brief write-up on the subject, designs and also the
technical data of the stamp.
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 Mint stamps: -
o unused stamps without any postmarks

 Philately Promotion Scheme: -

1) Deen Dayal SPARSH Yojana: -

SPARSH – Scholarship for Promotion of Aptitude & Research in Stamps as a
Hobby.
Details of Scheme: -
 Award 920 scholarships to students at Pan India level for pursuing
Philately as a hobby.
 Every circle will maximum of 40 scholarships to 10 students each from
standard VI, VII, VIII, IX
 The scholarship amount will be distributed quarterly to regular students
studying in class VI-IX in recognized schools.
 The concerned recognized school should have a Philately Club and the
candidate should be member of the club.
 In case the school philately club isn’t established, a student having own
PDA may also be considered.
 The amount of Scholarship is to be Rs.6000/- per annum @ Rs.500/- per
month.
 Selection of scholarship would be for one year and there would be no
bar on an already selected student applying for the scholarship next
year provided he/she fulfils other criterion.
 The candidate should have good academic record. He/she should
secure 60% marks in the recent final exam. There will be 5% relaxation for
SC/ST students.
 Selection under this scheme would be based on evaluate project work
on Philately and performance in Philately Quiz conducted by Circle.
 The awardee will be asked open a joint account with parents in a post
office/IPPB having CBS facility.
 IPPB/POSB will ensure that the scholarship is paid to awardee on
quarterly basis (Rs.1500 each quarter) after getting the list from each
circle.
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2) Dhai Akhar Letter Writing Competition: -

 The letter will be written in Hindi/English or local language in own

handwriting only.
 There are 2 categories for this competition.
o Up to 18 Years
 Inland Letter Card category
 Envelop Category
o Above 18 Years
 Inland Letter Card category
 Envelop Category
 Words limits: -
o For envelop – 1000
o For ILC – 500
 Prize to be given to the winners in each Category at Circle Level : -

Prize Category Prize Amount

First Rs.25,000/-
Second Rs.10,000/-
Third Rs.5,000/-

 Prize to be given to the winners in each Category at National Level : -

Prize Category Prize Amount

First Rs.50,000/-
Second Rs.25,000/-
Third Rs.10,000/-

******