CnS>mH$Ka{ZarjU SUB POST OFFICE INSPECTION
àíZmdbr QUESTIONNAIRE
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1 1
PART-I - ACCOUNTS
1. Verify cash and stamps balance of the office with reference to
respective stamp balance register and treasurers cash book taking
into account all the transactions. In order to confirm the balances lying
with the SO, compare the balances shown on the last acknowledged
SO slip with that of SO account and see that the balance arrived at
tallies.
1.1 See that vouchers in respect of balances forming part of cash are sent
to concerned sanctioning authority and the proof of having sent these
vouchers for sanction is on record. The details of such vouchers should
be noted in the inspection report. In case some voucher is forming part
of cash balance for a period of more than one year, a special reference
indicating the date from which such amount is forming part of cash
balance should be reflected in the IR.
1.2 See that amount kept out of account is correct and there are valid
reasons for keeping it as out of account. Also suggest remedial
measures, so that the cash can be accounted for on the same day.
1.3 Check the register of cheques received and see that the register is
maintained in prescribed proforma and that cheques do not suffer
delay. In case of delay, the reasons should be ascertained and reflected
in the IR. This check should be carried out for four days selected at
random preferably one day in each quarter.
1.4 Check the memo of authorised balances and take action for revision of
authorised balances, if required as per the requirements of Sub Post
Office.
2. Check the BO daily account last received in the SO and confirm that
the balances lying with BOs are tallying with the entries made in BO
Summary. See that total of BO summary tallies with the corresponding entry
in the SO A/c. Similar check should be exercised for one day in one quarter
i.e. in all for 4 days in a year selected at random.
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H$m~©ZÛmamV¡`maH$aXrJB©h¡Ÿ&
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{deofg§X^©{X`mOmZmMm{hEŸ&
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h¡Am¡aagrXH$sXmoZm|à{V`m§CnbãYh¡§Ÿ&
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S>mH$KaHo${bEàofUZhmoŸ&
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2 2
2.1 Compare the entries noted in the BO slips w.r.t. entries noted in BO
Summary and see that the remittances if any made, have been
properly noted in BO slip and the weight of Cash Bag is also noted and
see that the BO slips have been prepared with double sided carbon.
2.2 See that proper funding is made to BO viz whenever there is liability
with the BO, the SO remits cash with the MO, SB-7 etc., in case the BO
has no cash with it.
2.3 See that SPM does not show fake liabilities with BOs and allows cash
remittances to BO without any liability.
2.4 Check BO daily account and see that BPMs are not in habit of showing
false liability. For this purpose, Inspecting Authority should verify the
genuineness of liabilities shown by the BOs is due to non remittance of
cash by SO. If so, a special reference be made in IR for personal
attention of Divisional Head.
2.5 See that Register of Index to PRs viz. SB-26, MS-87 (a), NC-4 (a),
SB-28, PLI-2 etc. are maintained properly as per rules.
2.5.1 Check the PRs w.r.t. long books MO 1 (s) NSC issue journals etc. In
case of cancellation of any receipt if suitable remarks are available in
the respective index register and both copies of receipts are available.
2.6 Check the working of Sub A/C Branch and see that the remittances are
enclosed in LC bags and these bags are in good condition and are
provided with locks and rules are being followed strictly at the time of
exchanging remittances.
2.7 See that LC Bags are being exchanged with BOs daily account even if
there is no remittance for the BO.
3. Examine SO account and SO slips for 5 dates to check that accounts
are regularly written and that proper arrangements exist, taking into account
inter alia MO, SB and other liabilities for supply and disposal of funds and
safe custody of cash and valuables.
(a) Whether the sum of amounts shown in columns 31 and 34 agrees
with the sum of entries in column 30 of BO summary (deduct
minus entries and add transit)
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CZì`{º$`m|Ho$nVoZmoQ>H$a|{OÝh|narjUnÌS>mboJEh¢Ÿ&
6.3 nÌ-noQ>rMnam{g`m|H$s~rQ²>gH$snwZarjmH$a|Am¡ag§~§{YVñQ>m\$H$m_mJ©Xe©ZH$a|,`{XH$moB©
H$_rnmB©OmVrh¡Ÿ&
3 3
(b) Compare the balances in column 29 of SO account with SO slip.
(c) Check credits of PCOs, TRC message revenue, amounts for which
receipts from ACG-67 are issued, sale proceeds of MO form etc.
LIC premium collection etc. Ensure that the unused receipts in the
receipt books are intact.
4. Examine the stamp balances register and the Treasurers Cash Book
and ensure that there are no suspicious discrepancies.
5. Review the checklist of records and registers as given in the Appendix
to see that they are kept correctly, neatly and according to the rules and
procedures. Please arrange to get any shortcomings removed during
inspection and the staff instructed in the matter.
PART-II - RECEIPT, SORTING AND DESPATCH OF MAILS
6. See that letter box statement is on record in prescribed form and see
that mails cleared from letter boxes are included in the outgoing mails. Are
arrangements for clearance of mails efficient ? Suggest measures in case
some deficiency is observed.
6.1 Review the DMSL and arrangements for the receipt, despatch and safe
custody of mails and suggest changes if required. See that the mails
received from LBs are included in the next due despatch and that LB
statement is on record in the prescribed proforma.
6.2 Test check the clearance of Letterbox by posting letters during the
inspection, note the address of persons of whom test letters have been
addressed.
6.3 Review the beats of LB peons and guide the concerned staff, if any
deficiency is noted.
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~hrAm¡aN>§Q>mB©AmaoIAÚVZN>§Q>mB©AmXoem|Ho$AZwgmaCnbãYh¡Ÿ&N>§Q>mB©ghm`H$H$m
VX²ZwgmanWn«Xe©ZH$a|Ÿ&`h^rXoI|{H$:-
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hñVjonHo${dVaUHo${bEbo{bEOmVoh¢Ÿ&
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gwPmZoMm{hE§Ÿ&
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B{VeofVWmW¡bm|H$sdmñV{dH${JZVrAmng_|{_bVrh¡Ÿ&
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Om§MH$a|Am¡aXoIo§{H$Š`mS>mH$Kam|Ho${bE{ZYm©[aVeofW¡bo{Z`VW¡bmgyMrHo$AZwgma
h¡§Am¡aŠ`m~H$m`mH$moghrT>§Jgo{Z`V{H$`mJ`mh¡Ÿ&
(J) XoI|{H$Š`mS>mH$KaH$mB{Veof{ZYm©[aVA{YH$V_gr_mHo$A§Xah¡Am¡aBg~mVH$s
g§Vw{ï>H$ab|{H$S>mH$KaA{YH$V_gr_mgoA{YH$_mÌm_|W¡boaIZoH$mAmXrZhth¡Ÿ&
(K) S>r~rAmoAm¡aBgHo$`y~rAmoHo$~rMqbH$ì`dñWmH$sOm§MH$a|Am¡agw{Z{íMVH$a|{H$dh
g§VmofOZH$h¡VWmgaßbgW¡bm|Ho$nmaofUH$moÝ`yZV_aImOmVmh¡Ÿ&XoI|{H$gaßbgAm¡a
H$_rdmboS>mH$Kam|Ho$~rMÝ`m`mo{MV{dVaU{H$`mOmVmh¡Ÿ&`h^rXoI|{H$W¡bm|H$s
j{Vny{V©AWdmdm{ngrerK«Ed§g§VmofàXhmoVrh¡Ÿ&
4 4
7. (i) Examine the sorting ledge, sorting diagram, working of sorting
assistant and see that sorting ledge and sorting diagram is
available as per latest sorting orders. Guide the sorting assistant
accordingly. Also see that
(a) Label bundles and bags are correctly prepared.
(b) That transaction is done where necessary and insufficiently
paid and unpaid articles are taxed, and
(c) That the stamping is distinct.
(ii) Whether letters received in LB clearance meant for the office it
self are picked up for delivery without intervention of RMS office.
8. Inspecting Authority should check at least for 5 days (atleast one day in
each quarter) that mails are received / dispatched in time. Special ref-
erence should be made in IR about the personal check applied by
SPM on this aspect. If any irregularity is found, the inspecting Authority
should suggest remedial measures.
8.1 This check should be carried out with respect to the special error book
/ time bills etc.
(a) Examine the day bag book and satisfy yourself that the book is
maintained properly as prescribed separately for canvas and Blue
airmail bags and that closing balance agrees with physical
counting of the bags.
(b) Examine the memo. of authorized bag balance fixed for the office
according to the Due Bag list and see whether the balances fixed
for the office is according to the due bag list and see whether the
balance have been fixed correctly.
(c) See that the closing balance of the office is within the maximum
prescribed and satisfy yourself that the office is not in the habit of
retaining bags in excess of the maximum.
(d) Examine the linking arrangements made between the DBO and its
UBOs and ensure that these are satisfactory and that the
transmission of surplus bags is kept to the minimum. See that
judicious distribution has been made between surplus and deficit
offices. Also see that the recoupment or withdrawal of bags is quick
and satisfactory.
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h¡?Š`m~rQ²>gH$sg§»`m~‹T>mZo/KQ>mZoAWdmZE{dVaUS>mH$KaImobZoH$m_m_bm~ZVmh¡?Š`m
g§ñdrH¥$V{dVaUñQ>m\$n`m©áh¡AWdmBg_|g§emoYZH$sAmdí`H$Vmh¡Ÿ&Hw$N>S>m{H$`m|ÛmamboOmEOmZo
dmbr_Xm|H$sg§»`mH$snarjmOm§MH$a|,`{XAmdí`H$h¡Ÿ&`h^rXoI|{H$~rQ>gyMrHo$AZwgmaXem©E
JES>m{H$`m|H$s~rQ²>gH$mo~‹T>m-M‹T>mH$aZht~Vm`mJ`mh¡Ÿ&
11. XoI|{H$nmoñQ>_mH©$~wH$H$maIaImdR>rH$T>§Jgo{H$`mOmVmh¡Am¡anmoñQ>_mH©$gwñnï>h¢VWmH$moB©
_whaH$Q>r-\$Q>rZhth¡Ÿ&H$Q>r-\$Q>r_whaH$mo~XbZoHo${bE_m§J-nÌV¡`maH$a|Ÿ&CnS>mH$KaHo$ñQ>mH$
a{OñQ>aHo$g§X^©_|CnbãYñQ>¡ån/_whaH$sg§»`mH$sOm§MH$a|Ÿ&
5 5
(e) Does the in-charge of the office daily check the entries in the day
book ? Does he make a physical check up of bags in hand every
day ? See that the prescribed certificates have been given at the
foot of the day bag book and also see that the bag balance report
is sent daily at the close of the day.
(f) Verify the Due bag list and see that these are kept corrected upto
date and also see that one copy in respect of mail office/section is
sent to DBO/CBO.
(g) See that the register of unserviceable / repairable bags are
maintained properly. Also check the entries made therein.
(h) Satisfy yourself that the stock of bags is sufficient to meet the
requirements.
PART-III - DELIVERY
9. Study whether the number of deliveries, the hours of issue of
deliveries, the mails included in the deliveries etc. have been fixed with re-
spect to the hours of receipt of mails, the nature of the locality served by the
PO and conveniences of the public. Suggest changes, if any, required. Are
the deliveries issued on time and mails received are stamped properly ?
10. Have the beats of Postmen been properly fixed ? Are the beat lists of
Postmen available and up-to-date ? Is there a case for an increase / de-
crease in the number of Beats or for opening new delivery offices ? Is the
delivery staff sanctioned adequate or needs revision. Test check, if neces-
sary, the number of articles carried by some of the postmen. Also, see that
the beats of postmen shown as per beat list are not exaggerated.
11. See that the book of postmark is maintained properly and the
postmarks are distinct and that no stamp is worn out. In case of worn out
stamps an indent should be got prepared for replacement of such stamp /
stamps. Check the number of stamps / Seals available w.r.t. stock register of
the SO.
12. XoI|{H${dVaUH$sS>mH$H$mo{dVaUHo${ZYm©[aVg_`naVËH$mb{dVaUñQ>m\$ÛmamboOm`m
OmVmh¡Am¡aCÝh|{dVaUHo${bES>mH$OmarH$aZo_|H$moB©{dbå~ZhthmoVmŸ&{dVaUñQ>m\$Ûmamdm{ng
bm¡Q>mB©JB©A{dV[aVS>mH$H$snarjUOm§MH$a|{H$H$moB©^r_XAZmdí`H$/VH©$hrZH$maUm|godm{ng
Zhtbm¡Q>mB©OmVrŸ&`{XA{dV[aV_Xm|H$sg§»`mH$m\$sh¡,VmoCgH$snwZarjmH$a|Am¡ag§~§{YVnrAmaAmB©
(nr)/S>mH$Amoda{g`aH$mBgàH$maH$sS>mH$Ho$bm¡Q>mZoHo$H$maUm|H$mnVmbJmZoHo${bECn`moJH$a|Ÿ&
XoI|{H$~rQ>AZwXoea{OñQ>a/ào{f{V`m|H$sAZwXoenwpñVH$mH$mghraI-aImd{H$`mOmVmh¡VWmCg_|
{XEAZwXoem|H$mAZwgaUhmoVmh¡Ÿ&
13. (i) `mÑpÀN>H$AmYmanaXg{XZMwZH$anrAmaAmB©(nr)Am¡aàYmZS>m{H$`oH$rS>m`[a`m|H$s
Om§MH$a|VWmn[aUm_H$s[anmoQ>©X|VWmXoI|{H$S>m`[a`m§à{V{XZàñVwVH$sOmVrh¢Ÿ&
(ii) XoI|{H$nmoñQ>~mŠg/~¡J{H$amEnaboZo,ñnrS>nmoñQ>ì`dgm`Am{XO¡goS>mH$KaHo$
ì`dgm`àmáH$aZoHo${bEnrAmaAmB©(nr)/àYmZS>m{H$`oH$sgodmAm|H$mCn`moJ{H$`m
OmVmh¡Ÿ&
14. {ZarjUàm{YH$marH$mog§~§{YVñWmZHo${d{eï>ì`{º$`m|go`hOm§MZoHo${bEgånH©$H$aZm
Mm{hE{H${dVaUñQ>m\$H$sAmoagoH$moB©bmnadmhrZhthmoVrh¡Ÿ&
15. nrAmaAmB©(nr)/àYmZS>m{H$`m,ghm`H$nmoñQ>_mñQ>a({dVaU)VWmHw$N>{dVaUñQ>m\$Ho$
gmWAZm¡nMm[aH$~¡R>H$H$a|VWmCZH$sg_ñ`mAm|Ed§{dVaUXjVm_|gwYmabmZoHo$Cnm`m|Am¡agmYZm|
naMMm©H$a|Ÿ&
16. nmoñQ>~mŠga{OñQ>aAm{X(E_-23)H$sOm§MH$a|Am¡aXoI|{H$nmoñQ>~m°ŠgAm{XH$sdgybrHo$
H«o${S>Q>H$_goH$_Mma~mag_w{MVê$ngoboIm~Õhm|Ÿ&Š`ma{OñQ>a_|g^rnmoñQ>~m°Šgm|VWm~¡Jm|Ho$
{ddaUH$sà{d{ï>hmoVrh¡Am¡aCZHo$ZdrH$aUH$s{ZJamZrhmoVrh¡Ÿ&Š`mEogo\$_©Am¡aH$m`m©b`h¢{OÝh|
nmoñQ>~m°ŠgboZoHo${bEH$hmOmgH$Vmh¡?CÝh|{bI|VWmnrAmaAmB©H$moBgà`moOZHo${bE^oO|AWdm
\$moZnagånH©$H$aZoHo${bEH$h|Ÿ&
6 6
12. See that all the mails meant for delivery, are carried by delivery staff
immediately at the time prescribed for delivery and there is no delay in issuing
of mails to them for delilvery and also test check undelivered articles returned
by the delivery staff to see that no article is returned unnecessarily /
unjustifiably. The % of undelivered articles is substantial, a review may be
made and concerned PRI(P)/Mail overseer are utilized for ascertaining
reasons for return of such mails. See that the beat instruction register / book
of addressees instructions are maintained properly and instructions reported
there in are followed.
13. (i) Check the diaries of PRI (P) and Head Postman for ten days se-
lected at random and report the result and see that the diaries are
submitted daily ?
(ii) See that the services of PRI (P) / Head Postman can be utilized
for obtaining business of Post Offices like hiring of post boxes/
bags, speed post business, etc.
14. The inspecting authority should contact few prominent personalities in
the locality to see that there is no dereliction on the part of delivery staff.
15. Have an informal meeting with the PRI/ Head Postman, A.P.M.
(Delivery) and some of the delivery staff and discuss their problems and ways
and means of improving the efficiency of delivery.
16. Examine the Register of Post Boxes, etc. (M-23) and see that on at
least four occasions credits of recoveries towards post boxes etc, have been
properly accounted for. Are particulars of all post boxes and bags entered in
this register and are renewals watched ? Are there firms and offices, which
could be persuaded to take post boxes ? Write to them and send the PRI to
persuade them or speak on phone.
17. {S>nm{OQ>_|AmB©_Xm|VWmAma.Eb.Amo.H$mo^oOrOmZodmbr_Xm|H$sOm§MH$a|Ÿ&XoI|{H$Š`m
g§JV{Z`_m|Ed§AZwXoem|H$mnmbZ{H$`mOmVmh¡Ÿ&
^mJ-IV- n§OrH$aU/nmg©b
18. (i) n§OrH¥$VAm¡anmg©bgma,S>m{H$`oH$s~wH$,ào{fVrAZwXoenwpñVH$m,ào{fVragrXnwpñVH$m
Am¡a{dVaUn{M©`m|Ho$gmW-gmW`mÑpÀN>H$AmYmanaAbJ-AbJ_hrZm|_|nm§MVmarIm|
_|àmán§OrH¥$VAm¡anmg©bgy{M`m|H$sOm§MH$a|Am¡aXoI|{H$doR>rH$goaIrOmVrh¢Ÿ&
(ii) `h^rXoI|{H$S>m{H$`oH$moXrJB©nmdVrg{hV_Xm|H$sg§»`mVWmCZHo$ÛmamdmñVd_|
bm¡Q>mB©JB©_Xm|H$sg§»`mH$sg§JVgma_|à{d{ï>H$sOmVrh¡Ÿ&
(iii) XoI|{H$n§OrH¥$VdñVwAm|Ho${dVaUHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mOmVmh¡Am¡a
{dVaUHo${bEì`W©{dbå~Zht{H$`mOmVmŸ&
19. àofUH$sHw$N>dr.nr._Xm|H$sà{d{ï>`mo§H$sBgà`moOZmW©Om§MH$a|{H$BZ_|{bIrJB©am{e
drnrE_Amo\$m_©VWmnrnrOZ©b_§oH$sJB©à{d{ï>`m|go{_bVrh¡Ÿ&
(H$) Mmae{ZdmaMwZH$aXoI|{H$Š`mnmoñQ>_mñQ>aÛmamdrnrOZ©bH$sOm§MHo$níMmVdrnrE_Amo
Ho$àmáZhmoZonadrnrH$m°bOmarH$sJB©WtŸ&
(I) àmádrnr_Xm|Ho$a{OñQ>aH$s`hXoIZoHo${bEOm§MH$a|{H$dhR>rH$go{bIoJEh¡§VWm
{S>nm{OQ>_|aIr_Xm|H$m{ddaUEd§g§»`mVWmOmardrnr_ZrAmS>©am|H$moà{V{XZZmoQ>
{H$`mOmVmh¡Ÿ&
(J) XoI|{H$Š`mhñVmj[aVagrXm|,nmd{V`m|VWmA{dV[aV_Xm|,àofH$m|H$mo^oOoOmZodmbo
amoH$‹S>H$moR>rH$goaImOmVmh¡VWmŠ`m{dbå~ewëH$à^madgyboJEh¢Ÿ&
7 7
17. Check the articles in deposit and the articles to be sent to the R.L.O.
And see whether the relevant rules and instructions have been
followed.
PART-IV - REGISTRATION / PARCEL
18. (i) Examine the registered and parcel lists received at random for
five dates in different months along with the Registered and
Parcel Abstracts, Postmen’s Book, Book of Addressee’s
Instructions, addressee’s receipts and delivery slips to see that
they are properly kept.
(ii) Also see that number of articles with acknowledgements given to
the postman and the no. of articles actually returned by them are
entered in the relevant abstract.
(iii) See that prescribed procedure for delivery of registered articles is
followed and these do not suffer under undue delay for delivery.
19. Examine the entries on some of the V.P. articles for despatch to see
that amounts written there agree with entries in VPMO form and V.P. Journal.
(a) On four selected Saturdays, see whether V.P. calls were issued in
case of non-receipt of VPMOs after examination of V.P. journals
by the Postmaster.
(b) Examine the register of V.P. articles received to see that it is
written up properly and the particulars and number of articles in
deposit are noted daily as well as those of V.P. money orders
issued.
(c) See whether signed receipts, acknowledgements and undelivered
articles, cash for remittance to senders were made over properly
and whether demurrage charges have been recovered.
20. MmaVmarIm|H$moMwZH$aOm§MH$a|{H$Š`m{dXoernmg©bm|Ho$_m_bo_|gr_m-ewëH$dgybVWm
{d{YdVboIm~Õ{H$`mJ`mh¡Am¡a`{Xào{fVrCgH$mnwZ{Z©Ym©aUMmhVmh¡VmoŠ`mg_w{MVà{H«$`mH$m
nmbZ{H$`mOmVmh¡Ÿ&`h^rgw{ZpíMVH$a|{H$Eogr_X{Ognagr_m-ewëH$bJmh¡,CgoAZwào{fV
H$aZoHo${bEg_w{MVà{H«$`mH$mnmbZ{H$`mOmVmh¡Ÿ&
AbJ-AbJ_hrZm|_|`mÑpÀN>H$AmYmana4VmarIm|H$s{d{Z_`H$m`m©b`(EŠgM|OAm{\$g)
goàmán§OrH¥$VgyMrH$sOm§MH$a|Am¡aXoI|{H$boImH$m`m©b`H$mogy{MVH$aVohþE{dV[aV_Xm|naC{MV
gr_m-ewëH$bJm{X`mJ`mh¡Ÿ&`h^rXoI|{H$dm{ngbm¡Q>mZoAWdmAZwào{fVH$aZoHo$_m_bo_|n§OrH¥$V
gyMr_|Cn`wº${Q>ßnUr{bIXrJB©h¡Ÿ&
^mJ-V- _ZrAmS>©a
21. (H$) XoI|{H$Q>rE_AmogyMZmÜ`mZnyd©H$V¡`maH$sOmVrh¡Ÿ&`h^rXoI|{H$Q>rE_AmogyMZm
nwpñVH$mH«$_mZwgmah¡Am¡aAà`wº$R>rH$gobJrh¡Ÿ&
(I) XoI|{H$Q>rE_AmogyMZmV¡`mahmoZoHo$níMmVQ>obrJ«m\$à^maH$mn[aH$bZhmoVmh¡Am¡a
Q>obrJ«m{\$H$gyMZmVËH$mbX¡ZpÝXZAmYmananmao{fVH$sOmVrh¡Ÿ&
(J) XoI|{H$S>mH$nw{ï>S>mH$go^oOrOmVrh¡Am¡aagrXH$mo{MnH$m`m/[aH$mS>©_|aImOmVmh¡Ÿ&
(K) XoI|{H$OmarQ>rE_AmoHo$g§~§Y_|nmd{V`m§àmáhmoJB©h¢Am¡a[aH$mS>©nah¢VWmnmd{V`m|
Ho$àmáZhmoZoHo$_m_bo_|^wJVmZH$m`m©b`H$moAmdí`H$nÌOmar{H$EOmVoh¢Ÿ&
21.1 (H$) XoI|{H$S>mH$nw{ï>Ho$gmW^wJVmZHo${bEàmáQ>obrJ«m{\$H$gyMZm[aH$mS>©H$abrJB©h¡Ÿ&
(I) XoI|{H$S>mH$nw{ï>Ho$àmáZhmoZonaQ>obrJ«m\$gyMZmnÌOmarhmoJ`mh¡Am¡aghrì`{º$H$mo
{_bJ`mh¡Ÿ&
(J) XoI|{H$^wJVmZHo${bEàmáQ>rE_AmoH$m{ddaUQ>rE_Amoa{OñQ>a_|{bI{b`mJ`mh¡
Am¡a`h{ZYm©[aVàmo\$m_m©_|h¡Ÿ&
(K) XoI|{H$Q>rE_AmoH$m^wJVmZerK«H$a{X`mJ`mh¡Ÿ&A§{V_{ZarjUH$s{V{WgoàË`oH$
{V_mhr_|EH$Q>rE_AmoHo$^wJVmZH$mogË`m{nVH$a|Ÿ&
8 8
20. On four selected dates, examine whether in case of foreign parcels the
customs duty is collected and duly accounted for and that the proper
procedure is followed in case addressee wishes reassessment. Please also
ensure that proper procedure is followed in case of redirection of any article
on which customs duty is levied.
Also examine registered list for 4 dates in different months selected at
random received from the office of exchange and see that customs duty has
been collected properly on the articles delivered under intimation to Account
Office. Also see that in case of return or re-direction suitable remarks has
been made in the registered list.
PART-V - MONEY ORDERS
21. (a) See that TMO advices are prepared carefully. Also see that
advises in TMO advice book run in consecutive series and unused
advices are intact.
(b) See that after preparing TMO advice, telegraph charges are
calculated and telegraphic advice is got transmitted immediately
as routine.
(c) See postal confirmation are sent by registered post and receipts
are pasted / on record.
(d) See that acknowledgements in respect of TMO issued have been
received and on record. In case of non receipt of
acknowledgements, necessary calls are issued to office of
payment.
21.1 (a) See that telegraphic advice received for payment along with postal
confirmation are on record.
(b) See that in case of non-recipt of postal confirmation / telegraph
advice calls have been issued and pursued to its logical end.
(c) See that particulars of TMO received for payment are noted in
register of TMO’s received for payment and it is maintained in the
prescribed proforma.
(d) See that the payment of TMO has been made promptly. Verify
payment of one TMO in each quarter from date of last inspection.
22. Mma{V{W`m§MwZH$a^wJVmZHo${bEàmá_ZrAmS>©aa{OñQ>aAm¡a^wJVmZhþE_ZrAmS>©am|H$s
gyMr,EMdrE_AmogyMrVWm^wJVmZhþE_ZrAmS>©am|H$sg§H${bVgyMrH$s`hXoIZoHo${bEOm§MH$a|
{H$:
(H$) ^wJVmZHo${bEàmá_ZrAmS>©am|Ho$a{OñQ>aH$mo{ZYm©{aVT>§JgoaImOmVmh¡Ÿ&
(I) ^wJVmZHo${bE_ZrAmS>©aOmarH$aZo,{dVaUñQ>m\$H$moZH$XXoZoAm¡a^wJVmZZhþE
_ZrAmS>©am|VWmeofZH$XH$modm{ngboZoVWmJbVH«o${S>Q>,JbV^oOoJE_ZrAmS>©am|
Am{XHo$g_w{MV{ZnQ>maoHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mJ`mh¡Ÿ&
(J) ZH$XrH$_hmoZoAWdm{H$grAÝ`H$maUgo_ZrAmS>©am|H$moAZmdí`H$ê$ngo{S>nm{OQ>_|
ZhtaImOmVm,^wJVmZZH$aZoHo$H$maUm|H$mo^wJVmZHo${bEàmá_ZrAmS>©am|Ho$a{OñQ>a
_|XO©{H$`mOmVmh¡VWm_ZrAmS>©a\$m_©_|S>m{H$`oÛmamCn`wº${Q>ßnUrH$sOmVrh¡Ÿ&
(K) OmobmoJ~‹S>ram{e_|àm`:_ZrAmS>©aàmáH$aVoh§¡,Š`mCZHo$_m_bo_|_ZrAmS>©aH$mM¡H$
AWdm^wJVmZAmXoeÛmam^wJVmZ{H$`mOmgH$Vmh¡Ÿ&
(L>) ^wJVmZHo${bEàmáEMdrE_AmoH$sEMdrE_Amogy{M`m|_|{d{YdVà{d{ï>H$aHo$àmá
{H$`mOmVmh¡Ÿ&
23. Mma{V{W`m§MwZH$a_ZrAmS>©aagrX~wH$VWm_ZrAmS>©a{ZJ©_OZ©bH$sOm§MH$a|{H$_ZrAmS>©a
agrX|ñnï>>VWm{ZYm©[aVT>§JgoV¡`maH$sOmVrh¡§Ÿ&gmWhrOmar_ZrAmS>©am|H$moCgg_`Ho$OZ©b_|XO©
{H$`mOmVmh¡VWmnmoñQ>_mñQ>a{ZYm©[aVOm§MH$aVmh¡Ÿ&XoI|{H$Omo~ëH$_|_ZrAmS>©aH$aVoh¢Š`mCÝh|
M¡H$go^wJVmZH$aZoHo${bEH$hmOmgH$Vmh¡Ÿ&
d¥ÕmdñWmn[adman|eZ_ZrAmS>©am|Ho$_m_bo_|,`{XH$moB©h¢,_ZrAmS>©a{ZJ©_ZOZ©bH$s
H$m`m©b`à{V`m|H$sOm§MH$a|Am¡agw{ZpíMVH$a|{H$Š`m_ZrAmS>©aCgr{XZOmarH$a{XEJEWo{Og
{XZdo{_boWoAm¡aCÝh|Š`mCgr{XZào{fVH$a{X`mJ`mWmŸ&
24. Š`m_ZrAmS>©aemImH$sboIm/boImnarjm{ddaUrg_`naO_mH$sOmVrh¡?Š`mAm§H$‹S>m|
Ho$a{OñQ>aH$moR>rH$goaImOmVmh¡Ÿ&
9 9
22. On 4 selected dates examine the register of MOs received for
payments with MO paid list, HVMO lists and compilation of MOs paid, etc. to
see that :
(a) The register of MOs received for payment has been maintained
as prescribed.
(b) The prescribed procedure has been followed in issuing the MOs
for payment and cash to the delivery staff and taking back unpaid
MOs and balances of cash and that miscredited, missent etc. MOs
are properly disposed of.
(c) MOs are not unnecessarily held up in deposit for want of cash or
for other reasons and that reasons for non-payment are entered
in the register of MOs received for payment and suitable remarks
given by the Postman on the MO form.
(d) Whether payments by cheques or pay order of MOs can be made
in the case of parties who receive frequently large sums of money
by MOs.
(e) HVMOs received for payments are received duly entered in the
HVMO lists.
23. On 4 selected dates check the book of MO receipts and the MO issue
journals to see that the MO receipts are prepared legibly and in the prescribed
manner and the issued MOs are journalised in the issue journal and the
postmaster exercises the prescribed checks. See if those who book MOs in
bulk can be persuaded to pay by cheques.
Examine the office copies of MO issue journal in respect of old age
family pension money orders booked, if any, and ensure whether the money
orders were issued on the same day on which they were
tendered and despatched on the same day.
24. Are the accounts / audit returns of the MO branch submitted in time ?
Are the statistical registers properly kept up ?
24(H$). 1. CnS>mH$Ka_|CnbãYAmB©nrAmoH$màYmZS>mH$KaH$mohdmbmXoH$aCZAmB©nrAmoOHo$
ñQ>m°H$H$sOm§MH$a|{OZH$s{~H«$sZhthmogH$sŸ&
2. H$_goH$_Mma{XZHo${bECnS>mH$Ka_|{~Ho$AmB©nrAmoOHo$H«o${S>Q>H$sOm§MH$a|Ÿ&
(àË`oH${V_mhr_|EH$~ma)
3. `hXoI|{H$Š`mCnS>mH$KaÛmamàYmZS>mH$KaH$moCZAmB©nrAmoOH$m{ddaU{Z`{_V
ê$ngo^oOmOmahmh¡{OZH$s{~H«$sZhthþB©h¡Ÿ&
^mJ-VI-~MV~¢H$Am¡aamï´>r`~MVnÌ
25. {ZarjUàm{YH$marH$mo`hXoIZmMm{hE{H$Š`mEgnrE_/Eg~rEO|Q>g^rMmby~MV
`moOZmAm|Ho$~mao_|OmZVoh¢?Am¡a`h^rXoIZmMm{hE{H$EgnrE_H$mH$mCÝQ>am|Ho$gwMmê$g§MmbZHo$
{bECZnanyU©{Z`§ÌUh¡Am¡aOZVmH$mogodmE§VËH$mbàXmZH$sOmVrh¡§Ÿ&
26. `hOm§MH$a|{H$Š`mCnS>mH$Ka/_w»`S>mH$Ka_|AmaS>r,E_AmB©EgVWmEZEgEgImVm|_|
Z_yZmhñVmjaVWmImVmImobZoHo$AmdoXZnÌH$mogwa{jVaImOmVmh¡Ÿ&
26(H$). `hXoI|{H$CnS>mH$KaVWmemImS>mH$Kam|_|àË`oH$S>mH$Ka~MV~¢H$ñH$s_Ho${bEZ_yZm
hñVmjanwñVH|$AbJ-AbJ~ZmH$aaIrJB©h¡§Ÿ&dhImVoOmo~ÝX`mñWmZm§V[aVH$a{XEJEh¢,H$s
Cn`wº$ê$ngoN>§Q>mB©H$abrJB©h¡Ÿ&Cgo`h^rXoIZmMm{hE{H$H$moB©Z_yZmhñVmjadm§{N>VZhthmoŸ&
27. (i) BgH$sOm§MH$a|{H$boZ-XoZgyMrEd§~MV~¢H${dda{U`m§{ZYm©[aVê$ngoV¡`maH$s
OmVrh¢Ÿ&
(ii) {nN>bo{ZarjUgo`mÑpÀN>H$Vm¡ana{d{^Þ_mhH$snm§M{V{W`m|H$mM`ZH$a|VWm`h
Om§MH$a|{H$Š`mbm°J~wH$/OZ©b_o§Xem©B©JB©nm§M{ZH$m{g`m|/O_mH$mHw$bCnS>mH$Ka
Ho$ImVo_|Xem©EJEHw$bgo_obImVmh¡Ÿ&(`hOm§Mg^ràH$maHo$ImVm|Ho${bEH$sOmZr
Mm{hEAWm©VEg~r,Q>rS>r,AmaS>r,E_AmB©Eg,nrnrE\$,EZEgEg-87,EZEgEg-
92 VWmE_EgdmB©ImVo)VWmBgog§~§{YVCnS>mH$Kam|Ho$boZ-XoZH$sgyMrHo$g§X^©_|
gË`mnZHo${bE_w»`nmoñQ>_mñQ>aH$mo^oOmOmZmMm{hEŸ&
10
24 (a). 1. Check the stock of unsold IPOs by making a reference of IPOs
available with the SO to HO.
2. Check the credits of IPOs sold at the SO for at least 4 days (once
in each quarter)
3. See if unsold statement of IPOs is being sent to HO by the SO
regularly.
PART-VI - SAVINGS BANK AND NS CERTIFICATES
25. The Inspecting Authority should see that the SPM/SB Assistant know
about all the current savings schemes, and also see that the SPM has
overall control over the counters for their smooth and proper
functioning and services are rendered promptly to public.
26. Check whether the application for opening of accounts and
specimen signatures are kept properly secured in respect of RD, MIS,
savings, NSS accounts in SOs/MDGs.
26 (a). See that the specimen signature books for each type of POSB
schemes are maintained separately in respect of the SO and the BOs in
account. Accounts which have been closed/transferred are properly scored
out. He should also see that no specimen signature is wanting.
27. (i) Test check to see that the lists of transactions and SB returns are
prepared in the prescribed manner.
(ii) Select at random five dates in different months since the last
inspection and check whether the totals of five deposits /
withdrawals shown in the long book / journals tally with the amounts
shown in the sub office account (This check should be carried out
for all types of accounts, viz SB, TD, RD, MIS, PPF, NSS 87, NSS
92 and MSY accounts) and send it to Head Postmaster for
verification with reference to list of transactions (LOTs) of the SOs
concerned.
10
28. Š`m^wJVmZn§Or~MVñH$s_O_mVWm~ëH$boZ-XoZH$sì`dñWmC{MVh¡?`hgw{ZpíMV
H$aZoHo${bE{H$EogoImVm|_|boZ-XoZ_|H$moB©{dbå~Zhthmo,g_ñ`mAm|H$mEH${dñV¥VAÜ``ZH$a|Ÿ&
29(H$). (i) A{V[aº${d^mJr`CnS>mH$Kam|Ho$_m_bo_|{nN>bo{ZarjUgoOmarH$sJB©àmapå^H$
agrXm|Eg~r-26_|Xem©B©JB©g^ram{e`m|Ho$H«o${S>Q>H$sOm§MH$s{OEŸ&
(ii) EMAmoHo$g§X^©_|{nN>bo{ZarjUgoS>mH$KaÛmamCn`moJ{H$EJE~MV~¢H$H$sàma{å^H$
agrXm|Eg~r-26H$mgË`mnZH$a|VWmH$m`m©b`ÛmamOmar{nN>bragrXHo${ddaUH$m
^rgË`mnZH$a|Ÿ&
(iii) ñd`§H$mog§Vwï>H$a|{H$àma[å^H$agrXm|H$snwpñVH$m_|(Eg~r-26)Cn`moJZhtH$sJB©
agrX|H«$_mZwgmah¡§VWmdhAjwÊUh¡§Ÿ&
(iv) `{XH$moB©_ybà{V{b{nIam~hmoJB©h¡AWdm[aH$m°S>©_|`Wm{d{YaIrZhtJB©h¡Vmo
H$m`m©b`à{V_|AnZrg§Vw{ï>Ho${bEBgHo$H$maUXoI|Ÿ&
(I). `hgw{ZpíMVH$aZoHo${bE{H${ZYm©[aVEg~r-28 agrX|O_mH$Vm©Am|H$moEogoàË`oH$_m_bo
_|OmarH$sJB©h¢Ohm§nmg~wH$S>mH$Ka_o§aIrJB©h¢,{nN>bo{ZarjUgo4{V{W`m|Ho${bE`mÑpÀN>H$ê$n
goEg~r-28 H$sOmarH$sJB©agrXm|H$sOm§MH$a|Ÿ&`hgË`m{nVH$a|{H$agrXH$s_ybà{V`m§O_mH$Vm©
Ho$ny§OrHo$gmW[aH$m°S>©naaIrJB©h¢Ÿ&_ybagrXCnbãYZhthmoZona`hXoI|{H$H$maUm|H$mñnï>rH$aU
AmnH$sg§Vw{ï>Ho$AZwgmah¡Ÿ&Bg~mVH$sg§Vw{ï>H$a|{H$agrXm|_|Xem©`mJ`meofg§~§{YVImVmHo$Cg
Zmo{Q>ggo_obImVmh¡VWmAà`wº$agrX|AjwÊUh¢Ÿ&
30. nmg~wH$,~rOH$VWmZ_yZmhñVmjanwñVH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|g^ràH$maHo$~MV
ImVmo§O¡goEg~r/AmaS>r/Q>rS>r/E_AmB©Eg/nrnrE\$BË`m{XH$snmg~wH$m|Ho$ñQ>m°H$eofH$mgË`mnZ
H$a|Ÿ&Z_yZmhñVmjanwpñVH$m,boOa/OZ©bVWmnmg~wH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|{nN>bo{ZarjU
goàË`oH$_mh_o§Omar{H$EJEXmonmg~wH$m|H$s`mÑpÀN>H$ê$ngoOm§MH$a|Ÿ&
11
28. Are the arrangements for Pay Roll Savings Scheme depositors and
bulk transactions proper ? Make a detailed study of the problems to ensure
that there is no delay in carrying out transactions in such
accounts.
29 (a).(i) Check the credits of the amounts shown in all the preliminary
receipt (SB-26) issued since the last Inspection in case of GDS
Sub Post Offices.
(ii) Verify by reference to the HO the number of SB preliminary
receipts (SB-26) used by the office since the last inspection and
also the particulars of the last receipt issued by the office.
(iii) Satisfy yourself that the unused receipts in the book of preliminary
receipts (SB-26) run in consecutive serial order and they are
intact.
(iv) If any of the original receipts is spoiled or is not on record duly
pasted, ascertain from the office copy the reasons for the same to
your satisfaction.
(b). Examine SB-28 receipts issued, selected at random for 4 dates since
last inspection to ensure that prescribed SB-28 receipts are issued to
depositors in each case where pass book is detained in the post office. Verify
that the original copies of receipt with the acquittance of
depositor are kept on record. In case of non-availability of any original
receipts see that reasons are explained to your satisfaction. Satisfy that the
balances shown in the receipts agree with that noted in the ledger of the
concerned account and that unused receipts are intact.
30. Verify the stock balance of pass books in the office in respect of all
types of Saving accounts viz. SB / RD/TD / MIS / PPF etc. w.r.t the stock
register of the pass books, invoices and specimen signature books. Check at
random 2 pass books issued in each month since the last inspection w.r.t
specimen signature book, ledger / Journals and the stock registers of pass
books.
11
31(H$). O_m_|A{dV[aVnmg~wH$m|Ho$a{OñQ>aH$sOm§MH$a|VWm`hXoI|{H$Cgo{ZYm©[aVê$n
go~Zm`mJ`mh¡Ed§`h{H$a{OñQ>a_|Xem©B©JB©g§»`mH$mA{dV[aVnmg~wH$H$sg§»`mgo{_bmZh¡Ÿ&`h
^rXoI|{H$S>mH$Ka_|nmg~wH$H$sàm{áH$s{V{Wgo`o30{XZgoA{YH$ZhtaIrOmVrŸ&Eogo_m_bm|_|
BZHo$VËH$mb{ZnQ>mZH$sì`dñWmH$a|Ÿ&
(I$). `h^rgw{ZpíMVH$a|{H$CnnmoñQ>_mñQ>aa{OñQ>aEg~r-45 (~rAmoH$mo^oOoJEnmgdmaÝQ>m|
H$ma{OñQ>a)H$maI-aImdH$aVmh¡Ÿ&Cº$a{OñQ>aH$sOm§MH$a|VWm`hXoI|{H$emImS>mH$Kam|H$mo
CZHo$boImH$m`m©b`m|Ûmamg_`nag§ñdrH$¥{V^oOXrOmVrh¡Ÿ&
32(H$). Om§MH$ao§{H$Š`màYmZS>mH$Kagodm{f©H$ã`mO{ddaUàmá{H$`mJ`mh¡Ÿ&`{XàmáH$a
{b`mJ`mh¡,VmoOm§MH$a|{H$Š`mCnS>mH$Kam|Ho$g^rImVm|Ho${bEã`mOH$mo~MVImVm|Ho$EZEgEg-
87/EZEgEg-92 ImVm|_|{bI{X`mJ`mh¡Ÿ&
(I). {ZarjUHo${XZm|_|boZ-XoZHo${bEàmánmg~wH$m|H$sOm§MH$a|Ÿ&Š`mdhm§ã`mOOmo‹S>>{X`m
J`mh¡Am¡aŠ`meofb¡Oaeofgo{_bVmh¡Ÿ&
(J). `{XS>mH$KaEH$bH$_©MmarCnS>mH$Kah¡,VmoCZImVm|_|go{OZ_|ã`mOH$sn«{d{ï>Ho${bE
nmg~wH$O_mZhtH$sJB©h¡,15ImVm|H$m`mX¥pÀN>H$ê$ngoM`ZH$a|(g§~§{YVS>mH${ZarjH$Ûmamàmá)Ÿ&
{ZåZànÌ_|EH${ddaUV¡`maH$a|Ÿ&
H«$_ Eg~rImVmg§»`m S>rEbQ>r OZ©b/b¡Oa_|Am{Iar
g§»`m boZ-XoZHo$AZwgmaeof
{H$Ýht15ImVm|Ho$O_mH$Vm©Am|goì`{º$JVVm¡anag§nH©$H$a|VWmgË`m{nVH$a|{H$Š`m
nmg~wH$m|_o§Xem©`mJ`meofgyMr_|H$sJB©à{d{ï>`m|go_obImVmh¡Ÿ&`{XH$moB©O_mH$Vm©
CnbãYZhth¡VmoBgoAnZr{ZarjUnwpñVH$m_o§ZmoQ>H$a|Ÿ&Eg~r-46 _|EH$ànÌV¡`maH$a|
VWmCgoì`{º$JVê$ngoO_mH$Vm©Ho$nVonanmoñQ>_mñQ>aH$mog{d©gH$daHo$gmW{dV[aVH$a|Ÿ&
12
31 (a). Check the register of undelivered pass books in deposit and see
that it is maintained in prescribed manner, that the number shown in the register
tallies with the number of undelivered pass books. See that pass books are
not retained in the office for more than thirty days from the date of receipt in
sub office. In such case arrange immediate disposal of such pass books.
(b). Also ensure that the Sub Postmaster maintains the register
SB-45 (Register of passed warrants sent to BOs) properly.
Examine the said register and see that timely sanction is sent to BOs by its
Accounts Office.
32 (a). Check whether the annual interest statement is received from the
HOs. If received, check whether the interest for all the accounts have been
posted in SOs ledger of savings accounts, NSS-87/ NSS-92 Accounts.
(b). Check the pass books received for transactions on the days of
inspection, whether interest has been added therein and the balance agrees
with the ledger balance ?
(c). If the office is a single handed SO, select at random 15 accounts
standing at the office from the list of accounts in which pass books have not
been submitted for entry of interest (received by concerned Inspector posts).
Prepare a statement in the following form :
Sl. SB Account DLT Balance as per last
No. Number transaction in the
journal / ledger
Contact the depositors of each of these 15 accounts personally and
verify whether the DLT and the balance shown in the pass books
agree with the entries in the list. If any of the depositors are not
available, record the fact in your inspection note. Prepare a form in
SB-46 and have the same delivered personally at the address of the
depositor along with a service cover addressed to the Postmaster.
12
 Bgog§~§{YVImVoHo${Q>ßnUrdmboñWmZnaB§{JVH$a|Ÿ&V¡`ma{ddaUH$mogË`mnZHo${bEVWm
gË`mnZHo$n[aUm_m|H$sgyMrXoZoHo${bE[aH$m°S>©Ho$gmWEMAmoH$mo^oOmOmZmMm{hEŸ&
{Q>ßnUr:`{XEg~r-46_|Zmo{Q>gHo$g§~§Y_|H$moB©nVonaCnbãYZhth¡,VmoBgo_ob
Amoda{g`aHo$_mÜ`_goO~dhAJbr~maXm¡aonaAmE,^oOmOmZmMm{hEŸ&
33.
33. (i) Š`mS>mH$Ka_o§H$moB©Q>rS>rImVoh¢?nm§M(5)nmg~wH$_§JmE§VWmnmg~wH$Ho$eofH$mo
OZ©b_o§{XImEJEeofHo$gmW{_bmE§Ÿ&Om§MoJEImVm|H$sEH$gyMr~ZmE§{Og_|
g§»`m/S>rEbQ>r/eof{XIm`mJ`mhmoVWmBgoEMAmoH$mogË`mnZEd§[anmoQ>©Ho${bE
AJ«o{fVH$a|Ÿ&
(ii) EH$bH$_©MmarEgAmoHo$_m_bo_|\$m°_©Eg~r-46_o§eofImVmo§Ho$g§~§Y_|Zmo{Q>gOmar
H$a|VWmEogoImVm|H$sgyMràYmZH$m`m©b`_|H$ma©dmB©hoVw^oO|Ÿ&
34 (a). (i) Test check in respect of silent accounts whether service charge
34(H$). (i) {Z{îH«$`ImVm|Ho$g§~§Y_|`hOm§MH$a|{H$Š`mÝ`yZV_eof50é.dmbo{Z{îH«$`ImVm|_|
go20é.godmà^maH$mQ>{b`mJ`mh¡VWmImVmYmaH$H$moImVm{\$agog{H«$`H$aZohoVw
Š`mZmo{Q>gXo{X`mJ`mh¡Ÿ&
(ii) Š`mnyar`y{ZQ>Ho${bEàYmZS>mH$Ka_|{Z[îH«$`ImVm|_|gogodmà^maH$mQ>Zogog§~§{YV
gyMZmEMAmoÛmamCnS>mH$KaH$mog§~§{YV[aH$m°S>©AWm©Vb¡Oam|_|Amdí`H$à{d{ï>`m§
H$aZohoVwg§ào{fVH$aXrJB©h¢?b¡Oam|_|H$sJB©Hw$N>à{d{ï>`m|H$sOm§MH$s{O`oVWmŠ`m
Z_yZmhñVmja_|H$sJB©{Q>ßnUr_|ImVoH$mo{ZpîH«$`~Vm`mJ`mh¡?
(iii) Eg~rgrAmoÛmamV¡`ma{H$EJEã`mO-gh-{Z[îH«$`ImVm|H$m{ddaUCnS>mH$Ka_|
g_`naàmáH$a{b`mJ`mh¡Ÿ&
(iv) Š`mEg~rgrAmoÛmamV¡`maH$sJB©Ý`yZV_50é.dmbo{Z{îH«$`ImVm|H$sEH$AbJgo
gyMrã`mO-gh{ZpîH«$`ImVm|Ho${ddaUgoCnS>mH$Ka_|àmáH$abrJB©h¡?
13
Indicate this in the remarks column of the list against the account
concered. The statement prepared should be sent to the HO for
verification with records and for intimating the results of verification.
Note : If anybody is not available at the address, notice in SB-46 should
be sent through the Mail Overseer when he visits the office next.
(i) Are there any TD accounts standing in the office ? Call for 5 pass
books and check the balances in the pass books with the
balances shown in the journal. Make a list of accounts checked
showing the number/ DLT/ Balance and forward the same to HO
for verification and report.
(ii) In the case of single handed SOs issue notices in form SB-46 in
respect of remaining accounts and send the list of such accounts
to the Head offices for taking action.
of Rs. 20/- has been deducted from the silent account having
minimum balance of Rs. 50/- and a notice to re-activate the
account served to the account holder.
(ii) Whether the service charges deducted from the silent accounts
at the Head Post Office for the unit as a whole has been
communicated to the SO by the HO for making necessary
entries in the relevant record i.e. ledgers. Test check a few
entries made in the ledgers and whether remarks made in the
specimen signature treating the account as silent.
(iii) Whether Interest-cum-silent accounts statement prepared by
SBCO has been received in SO on time.
(iv) Whether a separate list of silent accounts prepared by SBCO
with balance of below minimum of Rs. 50/- from the
interest-cum-silent accounts statement has been received in the
SO ?
13
 (v) Š`mã`mO-gh-{ZpîH«$`ImVoH$m{ddaUCnnmoñQ>_mñQ>aZoJmS>©\$mBb_|\$moëS>a_|
g§a{jVH$aZohoVwaImWmŸ&
(vi) Š`mCnS>mH$Kam|_|g§~§{YVb¡Oam|_|ã`mOH$sà{d{ï>,ImVm|H$mo{Z{îH«$`_mZZogog§~§{YV
{Q>ßnUr,bJm`mJ`mgodmà^maVWmA§Veofà{dï>H$a{X`mJ`mh¡Ÿ&gmWhr`h^r
Om§MH$a|{H${Z{îH«$`à{d{ï>`m|Ho$ImVm|Ho$g§~§Y_§oZ_yZmhñVmjanwpñVH$m_|^rà{d{ï>
hmoJB©h¡Ÿ&
(vii) `hOm§MH$a|{H$Š`m{ZpîH«$`ImVm|Ho$nwZ:àdV©Z_|Cn`wº$nÕ{VH$mnmbZ{H$`m
J`mh¡Ÿ&
(viii) Š`m{ZpîH«$`ImVoH$moXmo~mamMmbyH$aZoHo${bEO_mH$Îmm©Zo{ZH$mgrHo${bEAmdoXZHo$
gmWnmg~wH$`mO_mHoo${bEO_mnMuàñVwVH$sh¡Ÿ&Bg_|XoI|{H$Š`meofam{eÝ`yZV_
goH$_h¡VWO_mH$sJB©am{egoÝ`yZV_am{eH$meof~‹T>J`mh¡Ÿ&
(ix) Š`mM`ZJ«oS>S>mH$Kam|Ûmam{ZpîH«$`ImVm|H$moXmo~mamMmbyH$aZoHo${bE{ZYm©[aV
a{OñQ>a_|à{d{ï>`m§H$sJB©h¢VWmOm§MH$a|{H$Š`mH${WVa{OñQ>aH$m_m{gH$gma
àYmZS>mH$Kam|Ho$_mÜ`_go{Z`§ÌUJ¡aamoH$‹S>/a{OñQ>a_|Amdí`H$g_m`moOZHo${bE
{Z`§ÌUg§JR>ZH$mo^oO{X`mJ`mh¡Ÿ&
(I).n[anŠdVmgonyd©~§X{H$EJEAmaS>r/E_AmB©EgHo$H$_goH$_5%ImVm|H$s`mÑpÀN>H$ê$ngo
Om§M`hgË`m{nVH$aZoHo${bEH$a|{H$ã`mOH$sghrJUZmH$abrJB©h¡Am¡aBgoImVmYmaH$m|H$mo
^wJVmZH$a{X`mJ`mh¡Ÿ&
35. (H$) `hOm§MH$a|{H$Š`mZm_m§H$Za{OñQ>a{ZYm©[aVê$ngo~ZmEOmVoh¢Ÿ&
(I) BgH$snarjmOm§MH$a|{H$Š`m{H$gmZ{dH$mgnÌ,amï´>r`~MVnÌBË`m{XHo${bEImVo
ImobZo/IarXhoVwAmdoXZnÌm|gog§~§{YV{d{^ÞImVm|/`moOZmAm|Ho$g§X^©_|Zm_m§H$Z
a{OñQ>aCn`wº$ê$ngo~ZmEOmVoh¢VWmZm_m§H$Zg§»`mH$mob¡OaAm¡aAmdoXZ-nÌHo$
g§JVH$m°b__|XO©{H$`mOmVmh¡?BgH$s^rOm§MH$a|{H$Š`m~mX_|Zm_m§H$Z_|
n[adV©ZH$aZona{ZYm©[aVewëH$à^m[aVhmoVmh¡Ÿ&(`hOm§MàË`oH$àH$maH$s~MV
`moOZmHo$5_m_bm|_|H$sOmgH$Vrh¡)
14
(v) Whether interest-cum-silent accounts statement is preserved by
the Sub-Postmaster in the guard file to be kept in a folder.
(vi) Whether entries of interest, remark regarding accounts treated as
silent, service charge levied and closing balance has been made
in respective ledgers at SOs ? Simultaneously check regarding
accounts having been treated as silent entry has been made in
the Specimen Signature Book.
(vii) Check whether correct procedure has been followed in revival of
silent accounts.
(viii) Check whether for revival of a silent account, the depositor has
presented the pass book with application for withdrawal or pay-in-
slip for deposit. See that If the balance is below the minimum, the
amount of deposit has to raise the balance above the minimum.
(ix) Whether entries have been made in the prescribed register for
revival of silent account by the selection grade Post Offices and to
check whether monthly extract of the said register has been sent
to the control organization for making necessary adjustments in
the control non-cash register through the HOs.
(b). Check at random at least 5% of pre-mature closed RD / MIS
accounts to verify whether interest has been correctly calculated and paid to
the account holder.
35. (a) Check whether nomination registers are maintained in prescribed
manner ?
(b) Test check whether the nomination register maintained in respect
of various accounts / Schemes w.r.t application for opening of
accounts / purchase application of KVP, NSC etc. that the
nominations are registered correctly and nomination number noted
in the relevant column in the ledgers and application form ? Also
check whether the prescribed fee is charged for change of
nomination subsequently. (This check may be carried out in
respect of 5 cases of each type of Savings Scheme.)
14
CÎma{XZm§{H$VM¡H$-
36. (i) Om§MH$a|Š`mCÎma{XZm§{H$VM¡H$_|^mdrXo`{V{WH$mo{d{Z{X©ï>{H$`mJ`mh¡?Š`m
S>mH$Ka~MV~¢H$Ho$ImVmYmaH$m|H$mo{dVaUHo${bECnS>mH$Ka_|CnbãYh¡Ÿ&
(ii) {ZarjUHo$Xm¡amZH$mCÝQ>a_|àmáHw$N>E_AmB©Egnmg~wH$EH${ÌVH$a|VWm`hOm§M
H$a|{H$Š`mCÎma{XZm§{H$VM¡H$H$m{dH$ënXoZodmboO_mH$Vm©Am|H$snmg~wH$H$moAÚVZ
{H$`mJ`mh¡Ÿ&
(iii) BgH$sOm§MH$a|{H$Š`mSw>ßbrHo$Q>M¡H$OmarH$aZo_|{ZYm©[aVnÕ{VH$mnmbZ{H$`m
J`mh¡Ÿ?
(iv) `hnarjmOm§MH$ao§{H$Š`mn[anŠdVmgonyd©~§XImVmo§Ho${bE4é.Cn`moJZ{H$`oJE
à{VM¡H$Ho${hgm~goCn`wº$ê$ngoà^m[aV{H$EJEh¡§VWmb¡Oa_|Amdí`H$à{d{ï>`m§
H$abrJB©h¢?
(v) _w»`S>mH$KagoàmáCÎma{XZm§{H$VM¡H$m|Ho$[aH$mS>©H$m{_bmZCnS>mH$Ka_|J«mhH$mo§H$mo
Omar{H$EJECÎma{XZm§{H$VM¡H$m|goH$a|Am¡aXoI|{H$Š`mg§~§{YVE_AmB©Egb¡Oam|_|
nmñn[aH$à{d{ï>`m§H$abrJB©h¢?
37. g^r~MV`moOZmAm|Ho$g§~§Y_|O¡goEg~r,AmaS>r,Q>rS>r,E_AmB©Eg,nrnrE\$BË`m{XHo$
_m_bo_|_¥VH$Xmdm|Ho$a{OñQ>aH$sOm§MH$a|Am¡a`hgw{ZpíMVH$a|{H$CÝh|Cn`wº$ê$ngo~ZmH$aaIm
OmVmh¡Ÿ&H$_goH$_nm§M~MV~¢H$_¥VH$Xmdm|H$sOm§M`hXoIZoHo${bEH$a|{H$CÝh|Cn`wº$ê$ngoVWm
{~ZmAZw{MV{db§~Ho$àmogog{H$`mJ`mh¡Ÿ&
38(H$). AmaS>rAm¡aE_AmB©EgImVm|Ho$g§~§Y_|`hOm§MH$a|{H$Š`m{nN>bo{ZarjUgoAmaS>r
~mBÝS>a_|nmopñQ>¨JH$mog§emo{YVnÕ{VHo$AZwgmaamO_aAmYmana{H$`mOmVmh¡?`{XpñW{VAÚVZ
Zhth¡,VmoH$maU[aH$mS>©H$a|VWm`hgw{ZpíMVH$a|{H$AmaS>r_|~H$m`oH$s{~Zm{db§~Ho${ZH$mgrH$s
OmVrh¡Ÿ&
(I). Š`mAmaS>rImVo~ÝXH$aZoHo$g§~§Y_|b¡OaH$mS>m]H$mo~mBÝS>agohQ>m`mOmVmh¡VWm_hrZodma
~ÝS>bHo$ê$n_|nyaodf©Ho${bEaImOmVmh¡Ÿ&
15
POST DATED CHEQUES -
36. (i) Check whether the future payable date has been specified on the
PDCs If available at SO for delivery to account holders of Post
office Savings Bank
(ii) Collect few MIS Pass Books received in the counter during the
course of inspection and check whether pass books of the
depositors who opted PDC has been updated ?
(iii) Check whether the prescribed procedure for issuing duplicate
cheques has been followed.
(iv) Test check whether amount @ Rs. 4/- per unused cheque in case
of prematurely closed accounts has been charged correctly and
necessary entries made in the ledger.
(v) Check the record of PDCs which was received from HO with the
record of PDCs issued to customers in the SOs and whether
corresponding entries have been made in the concerned MIS
ledgers.
37. Examine the register of deceased claims maintained in respect of all
savings schemes, i.e. SB, RD, TD, MIS, PPF etc. and ensure that they are
maintained properly. Examine at least five SB deceased claim cases to see
that they have been processed correctly and properly without any undue
delay.
38(a). In respect of RD & MIS Accounts, since the last inspection/check,
whether the posting in the RD binder has been done on day to day basis as
per the revised procedure ? Record reasons, if position is not upto date; and
ensure that arrears in RD are cleared without delay.
(b). Whether the ledger cards are removed from the binder in respect of
closing RD Accounts and are kept in month wise bundles for the year as a
whole ?
15
39. (i) XoI|{H$S>mH$Ka~MVnÌm|H$sIarXHo${bEAmdoXZH«$_-g§»`m_|aIoJEh¢VWmgwa{jV 39. (i) See that application for purchase of PO certificates are serially
numbered and securely kept in guard files. Check the stock of
ê$ngoJmS>©\$mBb_|aIoJEh¢Ÿ&{~H«$sZhthwEà_mUmnÌm|Ho$^§S>maH$sOm§MàYmZ
unsold certificates by making a reference of certificates available
S>mH$KaH$moCnS>mH$Ka_|CnbãY~MVnÌm|H$mhdmbmXoH$aH$a|Ÿ& with the SO to HO.

(ii) Check credits of certificates sold at the SO for at least 4 days (one
(ii) CnS>mH$Ka_|~oMoJEà_mU-nÌm|Ho$H«o${S>Q>H$sH$_goH$_Mma{XZm|Ho${bEOm§MH$a|
in each quarter)
(àË`oH${V_mhr_|EH${XZXoI|{H$Š`mCnS>mH$KaÛmamàYmZS>mH$KaH$mo{Z`{_Vê$ngo
See if unsold statement of certificates is being sent by the SO to HO
{~H«$sZhthþE{ddaUH$mo^oOmOmahmh¡?) regularly.

40. `hXoI|{H$S>mH$Ka~MVnÌm|Ho$Xmdm|dmbma{OñQ>aVWmAm§H$‹S>m|dmbma{OñQ>aCn`wº$ê$ngo
~ZmH$aaImJ`mh¡Ÿ&H$_goH$_nm§M_¥ÎmH$Xmdm|H$sOm§M`hH$aZoHo${bEXoI|{H$CÝh|Cn`wº$ê$ngo
àmogog{H$`mJ`mh¡Ed§{~ZmH$maU{dbå~Zht{H$`mJ`mh¡Ÿ&
40. See that the Register of Claims of P.O. certificates and the statistical
registers are maintained properly. Examine at least five deceased claim cases
to see that they have been processed correctly and properly without any
undue delay.

^mJ-VII-S>mH$Kam|_|\«¢$qH$J_erZ| PART-VII - FRANKING MACHINES - IN POST OFFICES

41. (i) {ZarjUàm{YH$mar`hXoI|{H$_erZm|H$sgrbAjwÊUh¡VWmbo~b_|n`©dojH$AWm©V 41. (i) The Inspecting Authority should see that the seals of the machines

EgnrE_/nrE_Ho${XZm§H$g{hVhñVmjah¢Ÿ& are intact and the label bears dated signature of the supervisor
viz. SPM/PM.
(ii) {nN>bo{ZarjUgoÌw{Q>-nwpñVH$m~ZmB©JB©h¡VWmaÔ{H$EJE\«¢$H$Cg_|H$maUm|g{hV
(ii) The error book is maintained and cancelled franks are pasted on
{MnH$mEOmVoh¢VWmÌw{Q>`m§{S>drOZbH$m`m©b`H$mo^oOrOmVrh§¡Ÿ& it with reasons for cancellation since last inspection and error ex-
tracts are submitted to Divisional Office.
(iii) H$m`©K§Q>m|Ho$Xm¡amZAm¡aCgHo$níMmVgrbm|Ed§\«¢$qH$J_erZH$moCn`wº$g§ajU_|
(iii) Pliers of the seals and the Franking Machine are in the proper
aImOmVmh¡Ÿ& custody during and after working hours.

(iv) ImVm|H$sgrbEd§\«¢$qH$J_erZHo$g§~§Y_|Mma{V{W`m|Ho$H«o${S>Q>Ho${bE`mÑpÀN>H$ê$n
goOm§MH$a|VWm`hXoI|{H$H$m`m©b`\«¢$qH$J_erZH$sarqS>JH$moH$mofmÜ`j/nmoñQ>_mñQ>a
Ho$AmXoeHo$AZwgma[aH$m°S>©{H$`mJ`mh¡Ÿ&
(iv) Carry out random check of credits for four dates (one in each
quarter) w.r.t. Register of Franking Machine and SO A/c and see
that the reading of the office franking machine is recorded on the
requisition given by the treasurer/postmaster.

16 16
42. {ZarjUA{YH$marH$mo`hOm§MH$aZrMm{hE: 42. The Inspecting Officer should check :

(i) \«¢$qH$J_erZYmaH$m|H$sgyMr (i) List of Franking Machine Holders.

(ii) See that the licence are renewed in time and are current.
(ii) bmBg|gm|H$mg_`goZdrH$aU{H$`mJ`mh¡Am¡adhMmbyAd{Y_|h¡Ÿ&
(iii) Check Franking Machine Record Book, ledger.
(iii) \«¢$qH$J_erZ[aH$m°S>©~wH$,b¡OaH$sOm§MŸ&
(iv) Check 10 despatches made by Franking Machine holder w.r.t daily
(iv) {ZarjUHo$Xm¡amZX¡{ZH$XñVmdoOgyMrHo$g§~§Y_|\«¢$qH$J_erZYmaH$m|Ûmam^oOoJE10 docket during inspection.
àofUm|H$sOm§MŸ& (v) Whether SPM/PM are insisting for production of window ticket,
(v) Š`mEgnrE_/nrE_nmopñQ>¨JHo$g§~§Y_|{dÝS>mo{Q>H$Q>,{S>ñn¡MS>m°Ho$Q>Am¡a\«¢$qH$J_erZ despatch docket and Franking Machine Register regarding
posting.
a{OñQ>aOmoaXoH$a_m§Jahoh¡§Ÿ&
(vi) Whether the continuity of despatch slip / daily docket is maintained
(vi) Š`màofUH$snMu/X¡{ZH$XñVmdoOgyMrH$mo{Z`{_Vê$ngoaImOmVmh¡Am¡a`{XCÝh| and if they are received by an officer other than main office, are
_w»`H$m`m©b`Ho$~Om`{H$grA{YH$marÛmamàmá{H$`mOmVmh¡,VmoŠ`mBgoàYmZ transferred to main office.
H$m`m©b`^oOmOmVmh¡Ÿ& (vii) Check if prescribed checks are carried out by SPM/PM for correct
(vii) `hOm§MH$a|{H$Š`mEgnrE_/nrE_Ûmamg^rS>mH$-ewëH$VWm\«$¢qH$J_erZa{OñQ>a postage as well as entries in the Franking Machine Register and
_|à{d{ï>Ho${bE{ZYm©[aVOm§MH$sOmVrh¡VWm\«¢$qH$J_erZAm¡ab¡Oa_|à{d{ï>`m| that entries in FM register and ledger tally.

H$m{_bmZh¡Ÿ&
(viii) `hOm§MH$a|{H$Š`mgrb/ßbm`aH$m`m©b`K§Q>m|Ho$nhboAm¡a~mX_|Cn`wº$g§ajU_|
aIoOmVoh¡§VWmgoqQ>J/[agoqQ>JHo${bEHw$N>_erZm|H$snarjmOm§MH$a|Am¡a`hXoI|{H$
Š`mEogr_erZm|H$sgrbAjwÊUh¢?
(ix) `hXoI|{H$Š`mnrAmaAmB©(nr)_erZm|H$m{Z`{_VA§Vambna{ZarjUH$aVoh¢VWm
(viii) Check if the seals / pliers are kept under proper custody before
and after office hours and test check some of machines received
for setting / resetting and see if the seals of such machines are
intact.
(ix) See if PRI(P) inspects the machines on regular intervals and that
prescribed records are maintained properly.

{ZYm©[aV[aH$mS>©Cn`wº$ê$ngo~ZmEOmVoh¢Ÿ&
^mJ-VIII-g§`wº$H$m`m©b`
43. `hXoI|{H$n[a`mVnwpñVH$mH$moCn`wº$ê$ngo~ZmH$aaImJ`mh¡VWmH$m_Ho$K§Q>oCn`wº$
h¢Ÿ&g{H©$Q>_|AmodabmoS>Zhth¡VWmñWmnZmn`m©áh¡Ed§CnH$aU_|H${_`m|H$moVËH$mbR>rH${H$`mOmVm
h¡VWmCnH$aUHo$ZhtMbZoHo$g_`H$sbm°J-~wH$H$mo~ZmH$aaImOmVmh¡Ÿ&
44. Mma{V{W`m|Ho${bEH$,I,Ed§JS´>mâQ>Ed§{dVaUn{M©`m|H$sOm§M`hXoIZoHo${bEH$a|{H$
H$moB©{dbå~Zhth¡VWm"H$'g§Xoem|_|Cn`wº$amOñdH$sdgybrH$sJB©h¡Ÿ&
PART-VIII - COMBINED OFFICES
43. See that traffic book is maintained properly and working hours are
suitable, circuit is not overloaded and establishment is sufficient and that the
defects were set right promptly in the instrument and if log book has been
maintained during down time of instrument.
44. Examine the A, B & C drafts and delivery slips for four dates to see
that there in no delay and that correct revenue has been realised on ‘A’
messages.

17 17
45. Om§MH$a|{H$Š`mg§{jánVm|Ho$a{OñQ>aH$mo~ZmHo$aImJ`mh¡VWmŠ`mZdrH$aUg_`na 45. Examine whether the Register of Abbreviated Addresses is maintained
{H$`mJ`mh¡Ÿ& and whether the renewal is being made in time.

46. {nN>bo{ZarjUgoMma{V{W`m|H$m`mÑ{ÀN>H$ê$ngoM`ZH$aHo$`hOm§MH$a|{H$Vmam|Ho$g§J«hU
H$moS>mH$KaImVm|_|Cn`wº$ê$ngoH«o${S>Q>{H$`mOmVmh¡Ÿ&Om§MH$a|{H$Š`mCn`moJZhtH$sJB©agrX§o
AjwÊUh¢Ÿ&
47. agrXnwpñVH$mAm|Am¡aCnS>mH$KaImVm|Ho$g§~§Y_|àË`oH${V_mhr_|Q>rAmagrH«o${S>Q>H$moMma
{V{W`m|Ho${bEOm§M§ooVWm`hXoI|{H$Cn`moJZhtH$sJB©agrX|AjwÊUh¢Ÿ&
48. Vman[a`mVgog§~§{YVA{YH$marÛmamemImH$m{nN>br~maH$~{ZarjU{H$`mJ`mWmŸ&
46. Examine by selecting four days at random since the last inspection
that the collection towards telegrams are credited to PO accounts
correctly. Check whether the unused receipts are intact.
47. Examine the credits of TRC for four dates - one in each quarter w.r.t.
receipts books and SO account and see that unused receipts are in tact.
48. When was the branch last inspected by an officer belonging to
Telegraphic Traffic ?

^mJ-IX-ñnrS>nmoñQ>àm{áEd§àofU PART - IX - SPEED POST RECEIPT AND DESPATCH

49. `hOm§MH$a|{H$Š`mñnrS>nmoñQ>H$mCÝQ>am|_|ñWmZñQ>m\$Am¡aJ«mhH$m|Ho${bEn`m©áEd§
49. Examine whether the accommodation of Speed Post Counter is
Amam_Xm`H$h¡? comfortable to the staff and to the customers.

50. {ZarjUàm{YH$marH$mo{ZarjUHo${Xdgm|na`hOm§MH$aZrMm{hE{H$Š`mH$m`m©b`_|~wH$ 50. The inspecting authority should check on the days of inspection if the
{H$EJEñnrS>nmoñQ>_Xm|naamOñddgybrCn`wº$ê$ngoH$sJB©h¡VWmEH${ÌVamOñdboIm-OmoIm revenue has been correctly realized on the speed post articles booked at the
Cn`wº$h¡Ÿ&`mÑpÀN>H$AmYmanaCgo{nN>boMma{XZm|Ho$amOñdH$sàd¥{Îm^rXoIZrMm{hE{Oggo office and revenue so collected has been accounted for. He should also see
amOñdH$mH$moB©brHo$OZhthmoŸ& at random for the last 4 days the trend of revenue so as to see that there is no
leakage of revenue.
(i) `hXoI|{H${nH$-AngodmHo${bECn`wº$ì`dñWmCnbãYh¡VWmBggodmgoEH${ÌV
(i) See that proper arrangements are available for pick up service
am{eH$moC{MVê$ngoH«o${S>Q>{H$`mJ`mh¡Ÿ&
and amount so collected on such services is correctly credited.
(ii) `hXoI|{H$H$Q>Am\$Q>mB_Ho$~mX~wH$H$sJB©_Xm|_|""AJbo{dVaUHo${bE~hþV
(ii) See that articles booked after cut off timing are impressed with
{dbå~''{Q>ßnUrN>nrhmoŸ& remarks “Too late for next delivery”
(iii) Q>mB_{~bm|Ho$g§~§Y_|H$_goH$_nm§M{XZm|Ho${bE`hOm§MH$a|{H$ñnrS>nmoñQ>g_`gon«má (iii) Check on at least 5 days whether speed post mails are received
Am¡a{dV[aVH$sJB©h¡Ÿ&A{Z`{_VVmHo$_m_bo_|{ZarjU[anmoQ>©_|{deofC„oI{H$`mOmZm and despatched according to timings w.r.t. time bills. In case of
Mm{hEŸ& any irregularity, a special mention should be made in the IR.

18 18
51. `hXoI|{H$ñnrS>nmoñQ>dñVw/AÝVam©ï´>r`ñnrS>dñVwghrñWmZHo${bEào{fV/_mJ©-{ZYm©[aV
H$sOmVrh¢Am¡añnrS>nmoñQ>dñVwH$s~wqH$Jgog§~§{YVñQ>m\$H$moñnrS>nmoñQ>dñVwH$s~wqH$JñnrS>nmoñQ>
dñVw~wqH$JHo$ÝÐHo$AZwê$nH$aZoH$mAZwXoeX|Ÿ&
52. `mÑpÀN>H$ê$ngo5{XZm|VH$Om§M-n‹S>VmbH$a|Am¡a`hXoI|{H$ñnrS>nmoñQ>dñVwBgHo$àmáhmoZo
Ho${XZhr{dV[aVH$aXrOmVrh¡Am¡a`hXoI|{H$ñnrS>nmoñQ>dñVwHo$O_m(A{dV[aV)_|ahZoHo$n`m©á
H$maUh¢Ÿ&
53. {ZarjH$A{YH$marH$moñnrS>nmoñQ>godmAm|Ho$~‹S>oà`moº$mAm|H$sEH$gyMr~ZmZrMm{hEAm¡aEogo
n«`moº$mAm|Ho$Zm_AnZoAmB©Ama_|XO©H$aZoMm{hEAm¡aBgo{S>drOZbAÜ`jH$mo^oOZmMm{hEOmoAmJo
Am¡agwPmdAm{XXoZoHo${bE_mH}$qQ>JEŠOrŠ`y{Q>dH$moEogoà`moº$mAm|Ho$nmg^oOgH$Voh¢Ÿ&
54. ñWmZH$sAZwgyMrH$m_moQ>oVm¡anaã`moamV¡`maH$a|oAm¡aBgH$sn‹S>VmbH$a|{H$n`m©áñWmZ
(ñWmZ)CnbãYh¡Ÿ&Bg_|^{dî`_|{dñVmaH$aZoH$sOê$aVm|H$mÜ`mZaImOmEŸ&AJañWmZn`m©á
Zhth¡Vmo`mVmoS>mH$KaH$mo{H$amEHo$~ohVa^dZ_|ñWmZm§V[aVH$aZoH$s`moOZm~ZmE§`m`hXoI|{H$
{d^mJr`^dZHo${Z_m©UH$mAm¡{MË`~ZVmh¡Am¡aCZH$o{bE^y{_CnbãYh¡Ÿ&`h_m_bmg_w{MVñVa
na{S>drOZbH$m`m©b`/g{H©$bH$m`m©b`/{ZXoemb`Ho$gmWCR>mE§Ÿ&
{H$amEHo$^dZHo$_m_bo_|^yñdm_rgo{_bZoAm¡aCZgoAno{jV_aå_VAm¡an[adY©ZAm{X
H$aZoHo${bE_ZmZoH$mà`mgH$a|Ÿ&{d^mJr`^dZm|Ho$_m_bo_o§AnZo{dÎmr`n«m{YH$maHo$VhVAno{jV
_aå_VH$admZoHo${bE_§OyarX|Am¡aAnZoA{YH$majoÌgo~mhaHo$_aå_VVWmn[adY©ZHo$_m_bm|H$mo
g§~§{YVàm{YH$m[a`m|Ho$g_jCR>mE§Ÿ&^dZg§~§Yrg_ñ`mAm|H$mo{ZarjUHo$Xm¡amZ_m¡Ho$nahr{ZnQ>mZm
_hËdnyU©h¡Ÿ&
55. H¥$n`m`hXoI|{H$CnbãYñWmZH$mCn`moJH$aZoHo${bEH$m`m©b`Ho$\$ZuMaAm¡aAb_mar,
Am{XH$moà^mdrT>§JgonwZì`©dpñWV{H$`mOmgH$Vmh¡Ÿ&`hXoI|{H$bKwVaAmH$maHo$\$ZuMago^r‹S>-
^m‹S>H$_hmogH$Vrh¡Ÿ&
19
51. See that Speed Post Article (SPA) / International SPA are despatched
/ routed to correct destination and instruct the staff dealing with SPA booking
to book the SPA as per SPA Booking Centre.
52. Check for 5 days at random and see that SPA are delivered on the day
of its receipt and see that there are sufficient reasons for SPA
remaining in deposit.
53. The inspecting officer should make a list of big users of speed post
services and effect the names of such users in his IR and send the same to
Divisional Head who can send the Marketing Executive etc. to such users for
further suggestion etc.
54. Prepare a rough schedule of accommodation and examine whether
there is sufficient accommodation including the future expansion needs as
well. If not, please draw up a plan to either shift the P.O. to a better-rented
building or see if construction of a departmental building is justified and land
is available for that. Take up this matter with the Divisional office / Circle
Office / Directorate at the appropriate level.
In case of a rented building try to meet the landlord and persuade him
to carry out the needed repairs and additions, etc. In the case of
departmental building, sanction the needed repairs within your
financial powers and take up with the concerned authorities the
question of repairs and additions outside your own competence. It is
important to settle the problems relating to building on the spot during the
inspection.
55. Please see whether the office furniture and almirahs, etc. can be
rearranged effectively to utilise the available space. See whether furniture of
smaller size can relieve congestion.
19
56. S>mH$KaH$sñdÀN>VmAm¡aaI-aImdVWmg\$mB©H$_©Mm[a`m|Am¡a\$amem|Ûmam{H$EJEH$m`©H$s
JwUdÎmmXoI|Ÿ&Š`mCnnmoñQ>_mñQ>a{deofé{MboVoh¢Am¡aBg_m_boHo$à{Vg§doXZerbh¢Ÿ&_mhm¡bVWm
àgmYZEd§H$ë`mUgw{dYmAm|O¡goAmam_-gh-^moOZH$j,H¢$Q>rZAm{XH$m{deofH$a_wAm`ZmH$a|Ÿ&
AnZoXm¡aoHo$Xm¡amZH$m`m©b`H$sgånyU©Vmgogm\$-g\$mB©H$admE§VWmBgoAm¡aA{YH$àñVwË`~ZmE§Ÿ&
57. Š`m_m¡OyXmì`dñWmE§g§VmofOZH$h¢?AJaZht,Vmob§~rH$Vmam|Am¡aOZ-Agw{dYmAm|H$m
n[ahmaH$aZoHo${bEnwZì`©dpñWVH$aZoH$mgwPmdX|Ÿ&
58. Š`m{eH$m`VAm¡agwPmdnwpñVH$mAmgmZrgoCnbãYh¡?Š`mXO©{eH$m`Vm|/gwPmdm|naH$s
OmZodmbrH$moB©H$ma©dmB©b§{~Vh¡?
59. Š`mH$m`©-g_`Am¡aS>mH$g§~§YrAÝ`{ddaUm|H$sgyMZmE§à_wIVmgoàX{e©VH$sJB©h¡§Am¡aghr
dñVwpñW{VXem©ahrh¡§?Š`mgmd©O{ZH$H$m`©-g_`Ho$K§Q>mo§_|\o$a~XbH$aZoH$sAmdí`H$Vmh¡?Š`m
CnnmoñQ>_mñQ>agmd©O{ZH$hmbHo$aIaImdAm¡agm\$g\$mB©_|é{MboVoh¢?
60. Š`mH$mC§Q>aghm`H$m|Ho$nmgS>mH$g§~§Yrdog^rOmZH$m[a`m§AÝ`g^rAno{jVg§X^©-nwpñVH$mE§
Am¡agmd©O{ZH$Cn`moJHo$ànÌnhbogo_m¡OyXh¢{OZH$sAm_AmX_rH$mogm_mÝ`V`mOê$aVhmoVrh¡?
61. Š`mOZgmYmaUHo$àíZm|H$mCÎmaXoZo_|H$mC§Q>aghm`H${dZ_«Am¡aVËnah¢?Š`mdoAÝ`Wm
OZVmHo$à{V_XXJmah¢?AÀN>oOZ-gånH©$H$s_hÎmmHo$~mao_|H$mCÝQ>aghm`H$m|H$monam_e©X|Ÿ&
62. Š`mH$moB©àmo\o$eZbb¡Q>aamBQ>ah¡Ÿ&XoI|{H${d^mJÛmam`Wm{ZYm©[aVXam|H$sgyMrH$mCgHo$
ÛmamAZwnmbZ{H$`mOmVmh¡Am¡aBgoOZVmHo${bEàX{e©V{H$`mOmVmh¡?
20
56. Look into the cleanliness and upkeep of the Post Office and the quality
of work done by sweepers and farashes. Does the Sub-Postmaster take
special interest and is sensitive about the matter ? See the
atmosphere and particularly the toilet facilities and welfare amenities like
rest-cum-tiffin room, canteen etc. Get the office thoroughly cleaned up during
your visit and make it even more presentable.
57. Are the existing arrangements satisfactory ? If not, suggest
rearrangements to avoid large queues and public inconveniences.
58. Is the Complaints and Suggestions Book easily available ? Is any
action pending to be taken on the complaints / suggestions recorded ?
59. Have the notices of Hours of Business and other Postal Notices, etc.
been prominently displayed and show the correct position ? Is any change
called for in the hours for transaction of public business ? Does the SPM take
interest in upkeep and cleanliness of the public hall.
60. Do the counter assistants have already with them the postal
information which the public generally requires and all other needed
reference books and forms for public use.
61. Are the counter assistants polite and prompt in answering to the
public ? Are they otherwise helpful to the public ? Counsel the counter
assistants about the importance of good public relations.
62. If there is any professional letter writer see that his chart of rates as
fixed by the Deptt. is abided by him & also exhibited to the public.
20
63. (i) ñQ>m°H$a{OñQ>a`m{ZIwXamñQ>mH$a{OñQ>aHo$g§X^©_|ñQ>m°H$H$sdñVwAm|,~rOH$m|(`hXoI| 63. (i) Check the items of stock w.r.t. stock register viz. petty - stock
register and permanent stock register, invoices (see that the
{H$~rOH$H«$_mZwgmah¢)H$sOm§M-n‹S>VmbH$a|Am¡aH$m`m©b`Ho${bEOê$ar\$ZuMaH$s
invoices run in consecutive order) and make a list of articles of
dñVwAm|H$sgyMr~ZmE§Ÿ& furniture required for office,

(ii) CÝh|\$ZuMaH$sdñVwAm|H$sñWmZr`ê$ngo_aå_VH$admZoHo${bECnm`H$aZmMm{hEŸ& (ii) He should take measures to get the items of furniture repaired
locally
(iii) ~oH$madñVwE§Zrbm_rHo$O[aEhQ>mE§Ÿ&
(iii) write off the unserviceable items by auction,
(iv) Amdí`H$ànÌm|H$sCnbãYVmna{Q>ßnUrH$a|,A{YH$`mH$_nmEJEànÌm|Ho$g§X^©_|
(iv) Comment on the availability of necessary forms, take action in
H$ma©dmB©H$a|Ÿ&AnZoXm¡aoHo$Xm¡amZn«nÌm|H$mogwÝXaVmgoì`d{ñWVH$a|Ÿ& respect of forms found in excess or found short, get the forms
neatly arranged during your stay.
64. ànÌm|Ho$ñQ>m°H$H$sn`m©ß`Vm`mAÝ`Wmna{Q>ßnUrH$a|VWmH$_Am¡aA{YH$nmEJEànÌm|Ho$
g§~§Y_|H$ma©dmB©H$a|Ÿ&AnZoXm¡aoHo$Xm¡amZànÌm|H$mogwÝXaVmgoì`dpñWVH$admE§Ÿ&`{XànÌm|Ho$ 64. Comment on the adequacy or otherwise of the stock of forms and take
Xwén`moJHo${H$gr_m_boH$mnVmbJVmh¡,VmoVËH$mbgwYmamË_H$H$ma©dmB©H$a|Ÿ&ànÌm|H$sAZwgyMrR>rH$ action regarding the forms in short supply and the forms in excess. Get the
forms neatly arranged during your stay. If any misuse of forms is noticed, take
H$a|Am¡aBgoñQ>mog©{S>nmo^oO|Ÿ&
immediate remedial action. Correct the schedule of forms and sent it to Stores
Depot.
65. AnZoXm¡aoHo$Xm¡amZA{^boIm|H$mogwÝXaVarHo$goì`dpñWVH$admE§VWmnwamZoA{^boIm|H$mo
{ZñVm[aVH$aZohoVwBÝh|Zï>H$admE§Ÿ& 65. Get the records neatly arranged and get the old records weeded out
for disposal during your stay.
66. AnZoXm¡aoHo$Xm¡amZAJa{H$grñQ>¡ån/grbH$mo~XbZoH$sOê$aVh¡,Vmo_m§J-nÌñQ>mog©{S>nmo
66. If any stamps / seals need replacement, arrange to send indents to the
^oOZoH$sì`dñWmH$a|Ÿ&
Stores Depot during your stay.

67. d¡ÚwVEd§BboŠQ´>m{ZH$/`m§{ÌH$CnñH$a 67. Electro and Electronic / Mechanical Aids

(i) H$m`m©b`_|H$m¡Z-H$m¡Zgod¡ÚwVAm¡aBboŠQ´>m{ZH$/`m§{ÌH$CnñH$ahmoVoh¢? (i) What are the Electro and Electronic / Mechanical aids in the
office ?
(ii) Š`md¡ÚwVAm¡aBboŠQ´>m{ZH$/`m§{ÌH$CnñH$aAZwa{jV{H$EOmVoh¢Am¡a`oAÀN>oMmbyhmbV
(ii) Are the Electro and Electronic / Mechanical aids maintained and
_|h¢?
in good working order ?
(iii) Š`md¡ÚwVAm¡aBb¡ŠQ´>m{ZH$/`m§{ÌH$CnñH$am|Ho$AZwajU/g{d©[g§JHo${bEn`m©áì`dñWm (iii) Are adequate arrangements available for maintenance / servicing
H$sJB©h¡Am¡aCZH$s_aå_VH$admZoHo${bEVËH$mbH$ma©dmB©H$sOmVrh¡?BgH$sOm§M of the Electro and Electronic / Mechanical aids and is prompt
H$a|{H$Ohm§Oê$aVh¡,dhm§_aå_V/g{d©qgJHo${bEg§{dXmË_H$AZw~§YH$a{b`m action taken to get them repaired ? Has contracts for repairs /
servicing been entered into wherever required ?
J`mh¡Ÿ&

21 21
 (iv) haoH$_erZH$s{nN>bo{ZarjUHo$g_`goS>mCZ-Q>mB_H$mnVmbJmE§Am¡a_aå_VH$aZo
_|hþE{db§~,`{XH$moB©hþAmhmo,Ho$H$maUm|H$sOm§M-n‹S>VmbH$a|,Am¡agwYmamË_H$Cnm`
gwPmE§Ÿ&
(v) Š`mhaoH$_erZH$moMbmZoHo${bEàMmbH$Am¡an`©dojH$s`XmoZm|ñQ>m\$n`m©ág§»`m_|
CnbãYh¢?
(vi) Š`mhaoH$_erZCn`w©º$ñWmZ_|g§ñWm{nVH$sJB©h¡Am¡aàMmbH$Ed§OZVmHo${bEAm¡a
gw{dYmOZH$ñWmZ_|AdpñWVh§¡&
(vii) Š`mg^r_erZm|Ho$B{Vd¥ÎmH$mCn`w©º$VarHo$goaIaImd{H$`mOmVmh¡?
(viii) Š`mS>mH$Ka_|Cn`moJ_|bmB©Omahrg^r_erZm|Ho$ã`moao{d{hVa{OñQ>a_|aIoOmVoh¢
Cg_|XO©à{d{ï>`m§AÚVZh¡?
(ix) Š`mg^r_erZm|H$mBï>V_Cn`moJ{H$`mOmVmh¡?AJaZht,VmoCZH$mAm¡aA{YH$
Cn`moJH$aZoHo${bEŠ`mH$X_CR>mEOmgH$Voh¢?
(x) Š`mH$m`©-{ZînmXZ[anmoQ>],Ohm§{d{hVh¢,{Z`{_VVm¡ana^oOrOmVrh¢?
(xi) Š`màmoËgmhZam{eHo$AZwXmZH$mg_w{MV[aH$mS>©,Ohm§{d{hVh¡,aImOmahmh¡?
(xii) Š`mAmn{H$grAÝ`CnñH$aH$mBñVo_mbH$aZoH$mgwPmdX|Jo?
68. (H$) Š`mS>mH$KaAÝVam©ï´>r`YZA§VaUgodmàXmZH$aahmh¡?
(I) Š`mS>mH$KaHo$~mha½bmogmBZHo$~moS>©à_wIVmgoàX{e©V{H$EJEh¢?
(J) Š`mS>mH$KaHo$^rVaàX{e©Vg§Ho$V-{MôZJ«mhH$H$monmoñQ>_mñQ>aHo$H$jH$m{ZXoe
CnbãYH$amVoh¢?
(K) Š`mAÝVam©ï´>r`YZA§VaUgodmh¢S>bH$aZoHo${bES>mH$Ka_|H$_goH$_3à{e{jVH$_uh¢?
(L>) Š`mS>mH$Ka_|""YZàmáH$aZohoVw''(Q>rAmaE_)ànÌCnbãYh¡§?
(M) Š`mhmS>©do`a(\¡$ŠgAmYm[aVbmoHo$eZH$sXem_|\¡$Šg_erZ`mnrgrAmYm[aVbmoHo$eZ
H$sXem_|nrgr,_moS>o_,qàQ>a)MmbyhmbV_|h¢?
(N>) Š`mnrgrAmYm[aVbmoHo$eZH$sXem_|AÝVam©ï´>r`YZA§VaUgodmH$mgmâQ>do`abmoS>
{H$`mhþAmh¡Am¡aR>rH$T>§JgoH$m_H$aahmh¡?
(O) Š`mJ«mhH$H$mo^wJVmZH$aVog_`àmáH$Vm©Ho$d¡YnhMmZà_mUH$sg_w{MVOm§MH$sOmVrh¡?
(d¡Y\$moQ>monhMmZà_mU-nmgnmoQ>©,MwZmdH$mS>©,n¡ZH$mS>©,ameZH$mS>©,S´>mBqdJbmBg|g,
gaH$marg§ñWmZm|Ûmam{ZJ©V{dÚmWuH$mS>©,gaH$maÛmam{ZJ©VH$moB©AÝ`nhMmZ,S>mH$KaÛmam
{ZJ©Vbmo`ëQ>rH$mS>©)
22
(iv) Ascertain the down - time of each machine since the last
inspection and investigate the reasons for delay in repairs, if any,
and suggest remedial measures.
(v) Is adequate number of trained staff both operative and
supervisory available to operate each machine ?
(vi) Is each machine installed in a suitable place and located at a
place convenient to the operator and the public ?
(vii) Are the history sheets of all the machines properly maintained ?
(viii) Are details of all the machines in use in the Post Office kept in the
prescribed register and are the entries therein up-to-date.
(ix) Are all the machines used optimally ? If not, what steps could be
taken to promote the use thereof ?
(x) Are performance reports, where prescribed, sent regularly ?
(xi) Are proper records for the grant of incentive, where prescribed
being maintained ?
(xii) Would you suggest the use of any other aid ?
68. (a) Is the post office offering International Money Transfer Service ?
(b) Is the Glow Sign Board promptly displayed outside the post office ?
(c) Are the signages displayed inside the Post Office, direct the
customer to the Postmaster ?
(d) Are there at least 3 trained personnel to handle IMTS in the post
office ?
(e) Are “To Receive Money” (TRM) forms available in the Post Office ?
(f) Is the hardware (Fax Machine in case of Fax based location or
PC, modem, printer in case of PC based location) in working
condition ?
(g) Is the IMTS software loaded and working properly in case of PC
based location ?
(h) Is the valid identification proof of the receiver properly checked
while making the payment to the customer.
(Valid Photo Identification Proofs-passport, Election Card, PAN Card,
Ration Card, Driving Licence, Student’s ID card issued by Government
Institutes, Refugee Card, Any other Government concern issued
Identification, Loyalty Card issued by Post Office).
22
Om§M{~ÝXw: Checks :

(i) The identification proof bears the photograph of the receiver

(i) nhMmZà_mUnaàmáH$Vm©H$m\$moQ>moh¡Ÿ&
(ii) Identification proof was valid and not expired on the date the
(ii) J«mhH$H$mo{H$EJE^wJVmZHo${XZnhMmZH$mà_mUd¡YWmAm¡aà_mUH$sd¡Y
payment was paid to the customer.
Ad{Yg_máZhthmoJB©WrŸ&
(i) Are the RBI guidelines being followed while making the payment ?
(P) Š`m^wJVmZH$aVog_`^maVr`[aOd©~¢H$Ho$_mJ©Xeu{gÕm§Vm|H$mAZwnmbZ{H$`mOm These may vary from time to time but as on March 2006

ahmh¡?BZ_|g_`-g_`naA§VahmogH$Vmh¡,naÝVw_mM©,2006H$spñW{VHo$ these are :

AZwgma`o{ZåZdVh¢: (i) Not more than 12 transactions are paid to the customer in a
calender year.
(i) {H$grEH$H¢$b|S>adf©_|J«mhH$H$mo12goA{YH$A§VaUm|H$mo^wJVmZZht{H$`m
(ii) The amount exceeding Rs. 50,000/- is paid by cheques or
OmEŸ&
by direct credit to the SB account.
(ii) 50,000/-é.goA{YH$H$sam{eH$mM¡H$m|Ûmam^wJVmZ{H$`mOmE`m~MV~¢H$
(iii) A single transaction does not exceed equivalent amount of
ImVo_|grYoO_m{H$`mOmEŸ& US $ 2500

(iii) H$moB©EH$A§VaU2500`yEgS>mbaH$sg_Vwë`am{egoA{YH$ZhthmoZmMm{hEŸ&
(Äm) Š`m ^wJVmZ ñH«$sZ na g§Xoe “WillcallMoneyTransferpaid”{XIVm h¡ Am¡a
BgH$mqàQ-AmCQ>àmá{H$`mOmVmh¡`m{~Zmg§XoeXem©EqàQ>AmCQ>^wJVmZB{Vd¥Îmn«má
(j) Is the message “WILL CALL MONEY TRANSFER PAID”
generated on the payment Screen and printout is obtained or the
print out of payment History without showing the message is
obtained and kept in record before making the payment ?

{H$`mOmVmh¡Am¡a^wJVmZH$aZogonhbo[aH$m°S>©_|aImOmVmh¡Ÿ&
(Q>) {^Þ-{^Þ_hrZm|_|go4{XZm|Ho${bEàË`oH$_mhHo$EH${XZHo$AÝVaUm|H$mAÝVam©ï´>r`
YZA§VaUgodmHo$a{OñQ>a,S>mH$Ka_|`WmXO©ã`moam|H$sOm§M-n‹S>VmbH$a|Am¡aCZH$m
V¡`maAÝVaUm|H$sgyMrHo$gmW`hgw{ZpíMVH$aZoHo${bE{_bmZH$a|{H$XmoZm|_obImVoh¢Ÿ&
(R>) Š`mCnS>mH$KaZoàYmZS>mH$KaH$mo{H$EJE^wJVmZm|H$mdmCMa^oO{X`mh¡?
(k) Check the details of transactions for 4 days in different months
one day from each month as recorded in the IMTS Register, in the
Post Office and tally them with the list of transactions generated to
ensure that both of them match.
(l) Whether the Sub Office has sent the vouchers of payments made
to Head Post Office ?

23 23
69. ì`dgm`{dH$mggog§~§{YVàíZmdbr 69. QUESTIONNAIRE ON
BUSINESS DEVELOPMENT AREA
1. Om§MH$a|{H$Š`mS>mH$KañnrS>nmoñQ>,EŠgàognmoñQ>Am¡aAÝ`àr{_`_CËnmXm|H$s~wqH$JHo$ 1. Check whether the office is authorised for booking of Speed Post,
{bEA{YH¥$Vh¡Ÿ&`{Xhm§,Vmo{nN>boN>h_hrZm|Ho$n[a`mVEd§amOñdH$snwZarjmH$a|Ÿ& Express Post and other premium products. If so, review the traffic and
revenue for the last six months.
2. `{XA{YH¥$VZhth¡,Vmo`hOm§MH$a|{H$Š`mS>mH$Ka_|godmE§ewê$H$aZoH$sH$moB©g§^mdZmh¡Ÿ&
2. If not authorised, examine whether there is any feasibility of
3. XoI|{H$S>mH$Ka_|àË`oH$CËnmXgog§~§{YVn`m©án¡å\$b¡Q²>g/{dkmnZgm_J«rCnbãYh¡Ÿ& introducing the services in the office.
4. Š`màXmZH$sOmahrgodmE§J«mhH$m|H$sOmZH$marHo${bE½bmogmBZ~moS>©,nmoñQ>aAm{XàX{e©V 3. Find out adequate pamphlets/advertisement materials on each
product are available in the office.
H$aHo$g_w{MVT>§JgoA{Ygy{MVH$sJB©h¡§Ÿ&
4. Whether the services offered are properly notified by display of glow
5. joÌ_|Z`mì`dgm`àmáH$aZoH$sg§^mdZmHo$~mao_|oñQ>m\$Ho$gmWMMm©H$a|Am¡aC{MVì`dñWm sign boards, posters etc. for information of the customers.
H$a|Ÿ& 5. Discuss with the staff the potential for tapping new business in the area
and make suitable arrangements.
6. àYmZS>mH$Ka/{S>drOZbH$m`m©b`Ho$gmWg§~Õ_mH}$qQJE½OrŠ`y{Q>dÛmam{H$EOmahoH$m`©
6. Review the work done by the marketing executives attached to the
H$sBg~mVgog§VwîQ>hmoZoHo${bEnwZarjmH$a|{H$Š`mH$_©MmarH$sgodmAm|H$mbm^àXT>§Jgo HO/Divisional office to satisfy that the services of the official has been
Cn`moJ{H$`mOmahmh¡Ÿ& profitably used.
7. Explore the possibility of adding new BNPL customers.
7. ZE~rEZnrEbJ«mhH$m|H$moem{_bH$aZoH$sg§^mdZmH$mnVmbJmE§Ÿ&
8. Examine the revenue realised through BNPL for the last one year and
8. {nN>boEH$df©_|~rEZnrEbHo$_mÜ`_goàmáamOñdH$sOm§MH$a|VWm`hOm§MH$a|{H$EH$ check whether any outstanding amount is to be recovered beyond one
_hrZogoA{YH$H$sH$moB©~H$m`mam{eVmoZhth¡{Ogodgyb{H$`mOmZmh¡Ÿ& month.
9. Review the pending Speed Post complaint cases and satisfy that no
9. ñnrS>nmoñQ>H$s{eH$m`Vm|Ho$b§{~V_m_bm|H$snwZarjmH$a|Am¡aBg~mVgog§VwîQ>hm|{H$VrZ
case is pending for more than three days.
{XZgoA{YH$H$mH$moB©_m_bmb§{~VZhth¡Ÿ& 10. Contact at least three regular customers and ascertain their views on
10. H$_goH$_VrZ{Z`{_VJ«mhH$m|gog§nH©$H$a|VWmS>mH$KaÛmamàXmZH$sOmahrgodmAm|Ho$~mao the services rendered by the office.
_|CZHo${dMmaàmáH$a|Ÿ& 11. Check whether adequate number of franking machines are supplied to
the office.
11. Om§MH$a|{H$Š`mS>mH$KaH$mon`m©ág§»`m_|\¡«§$qH$J_erZ|gßbmB©H$sJB©h¢Ÿ& 12. Check whether proper arrangements are made for pickup services.
12. Om§MH$a|{H$Š`m{nH$AngodmAm|Ho${bECn`wº$ì`dñWmH$sJB©h¡Ÿ& 13. Check whether the office is having the list of bulk mailers using the
facilities in the office.
13. Om§MH$a|{H$Š`mS>mH$KaHo$nmg~ëH$_obg©H$sgyMrh¡OmoS>mH$Kagogw{dYmàmáH$aahoh¢Ÿ&
14. Discuss with the marketing executive and staff whether any effort has
14. _mH}$qQ>JE½OrŠ`y{Q>dVWmñQ>m\$Ho$gmWMMm©H$a|{H$Š`m~ëH$_obg©H$moAnZoì`dgm`Xm`ao been made to bring the bulk mailers to our business fold. If not suggest
_|bmZoHo${bEH$moB©à`mg{H$`mJ`mh¡Ÿ&`{XZht,VmoVarH$m|H$mgwPmdX|Ÿ& ways and means.
15. Examine the arrangements of delivery staff made for delivery of Speed
15. ñnrS>nmoñQ>/EŠgàognmg©bnmoñQ>Am{XHo${dVaUHo${bEH$sJB©{dVaUñQ>m\$H$sì`dñWmH$s Post / Express Parcel Post etc. and see whether it is adequate to com-
Om§MH$a|Am¡aXoI|{H$Š`m`h{dVaUHo${bEàmá_Xm|H$sg§»`mVWmV`H$sJB©XyarHo$AZwê$n mensurate with the number of articles received for delivery and the
h¡Ÿ&`{XZht,Vmo{S>drOZbà_wI/nmoñQ>_mñQ>aHo$gmWMMm©H$a|Am¡aC{MVì`dñWmH$a|Ÿ& distance travelled. If not, discuss with the Divisional Head/Postmaster
and make suitable arrangements.
16. Om§MH$a|{H$Š`må`wMwAb\§$S>godmE§OZVmH$moCnbãYH$amB©JB©h¢VWmg_w{MVàMmagm_J«r 16. Check whether mutual fund services are made available to the
àX{e©VH$sJB©h¡§Ÿ& members of public and proper publicity materials are displayed.

24 24
 ñnrS>nmoñQ>
69.(H$) (i) Š`m100%~wqH$JñnrS>ZoQ>_|H$sOmVrh¡?AJaZht,VmoBgHo$H$maUH$m{díbofU
H$a|Am¡aBgogw{ZpíMVH$aZoHo${bEg_w{MVH$ma©dmB©H$a|Ÿ&
(ii) Š`mg^rS>mH$dñVwAm|H$s{dVaUpñW{VñnrS>ZoQ>_|XO©H$sOmVrh¡?AJaZht,Vmo
BgHo$H$maUH$m{díbofUH$a|Am¡aBgogw{ZpíMVH$aZoZo{bEg_w{MVH$ma©dmB©H$a|Ÿ&
(iii) Š`mhmS>©do`aZhtCnbãYahZoH$sXem_|ñnrS>ZoQ>_|Am§H$‹S>m|H$sà{d{ï>>H$aZoHo${bE
ñnrS>ZoQ>go`wº${ZH$Q>V_S>mH$Ka_|{dVaUAm§H$‹S>|^oOoOmVoh¢?
(iv) BgH$sOm§M-n‹S>VmbH$a|{H$AmCQ>gmo{gªJEO|Q>S>mH$KagoO‹wS>>ohþEh¢?AJahm§,Vmo
^wJVmZgog§~§{YVH$mJOmVH$sOm§M-n‹S>>VmbH$a|Am¡a`hXoI|{H$Š`m`h_m¡OyXm
{Z`_m|Ho$AZwê$nh¡?
{~b_obgodm
70. (H$) {~b_obgodmHo${bES>mH$Ka_|H$sJB©ì`dñWmAm|H$sg_rjmH$a|Ÿ&
(I) BgH$sOm§MH$a|{H$Š`m{~b_obgodmHo$A§VJ©Vàmá{~bm|H$mo{S>brdaH$aZoHo${bE
R>rH$T>§Jgo^oOmOmVmh¡?
B©-{~bnmoñQ>
71. (H$) Š`mnmoñQ>_mñQ>ajoÌHo$godmàXmVmAm|goAdJVh¡?
(I) dhm§{H$VZoJ«mhH$h¢Am¡aŠ`màm¡Úmo{JH$s,CnñH$aAm¡a{gñQ>_nyU©V`mMmbyh¢?
(J) Š`mñQ>m\$H$moB©-_obHo$àMmbZH$sOmZH$marh¡?
(K) Š`màofU-gw{dYmAm|Ho${bEB©-{~bnmoñQ>Ho$Am§H$‹S>>m|Ho$g_oH$ZH$mH$m`©{Z`{_Vê$n
go{H$`mOmVmh¡?
(L>) BgH$sn‹S>>VmbH$a|{H$S>mH$Ka_|àofU-à`moOZm|Ho${bEAm°Z-bmBZAm§H$‹S>mg_oH$Z
g{H«$`ZhmoZoH$sXem_|H$m`m©b`_|Š`mì`dñWmH$sJB©h¡,AW~mO~`h~«oH$S>mCZ
hmoVrh¡VmoB©-{~bHo$VhVàofUgw{dYmHo${bES>mH$Ka_|Š`mH$m`m©b`ì`dñWm/
AmH$pñ_H$ì`dñWmCnbãYh¡?
25
SPEED POST
69.(a) (i) Whether 100% booking is made in the Speed net. If not analyse
the reason and take appropriate action for ensuring the same ?
(ii) Whether delivery status of all the articles are fed into the speednet.
If not, analyse the reason and take appropriate action to ensure
the same ?
(iii) If hardware is not available whether the delivery data is sent to
the nearest office equipped with Speednet for entering the data
into Speednet.
(iv) Check whether outsourcing agents are attached to the office, If
so, examine the related papers of payment and to see whether it
is in consonance with existing rules
BILL MAIL SERVICE
70. (a) Review the arrangements made for Bill Mail Service in the P.O.
(b) Check whether the bills received under Bill Mail Service are
being sent out for delivery properly.
e-bill POST
71. (a) Whether the Postmaster is aware of the service providers in the
area ?
(b) How many customers are there and whether the technology,
equipment and system is fully operational ?
(c) Does the staff know how to operate e-bill ?
(d) Whether data integration of e-bill post for remittance facilities is
being done regularly ?
(e) Check the arrangements the PO has in case on-line data
integration for remittance purposes is not activated or when it
breaks down, what are the office arrangements. Whether
contingency arrangements are available in the P.O. for remittance
facility under e-bill.
25
 (M)g{H©$bm|Am¡a{S>drOZm|ÛmamAno{jV[anmoQ>©^oOZoHo${bE{d{hV[anmoQ>©Ed§{Z`§ÌUV§ÌH$r
Om§M-n‹S>>VmbH$a|Ÿ&
(N>)haoH$J«mhH$Ho$g§X^©_|{^Þ-{^Þ_hrZm|_|H$_goH$_4{V{W`m|Ho${bE{OZ_|gohaoH$
{V_mhr_|goàË`oH$Ho${bEEH${XZMwZmOmE,B©-{~bnmoñQ>g§J«hUVWmH$sJB©
AXm`{J`m|/ào{fVYZam{eH$sg_rjmH$a|Ÿ&
B©-nmoñQ>
72.
72. (H$)S>mH$Ka_|CnbãYB§Q>aZoQ>gw{dYmAm|H$sn‹S>VmbH$a|Ÿ&_m¡OyXmì`dñWmŠ`mh¡?
(I)Š`mB§Q>aZoQ>Ho$d¡H$pënH$godmàXmVmAm|H$mBñVo_mb{H$`mOmgH$Vmh¡?
(J) B§Q>aZoQ>godmCnbãYhmoZoHo$g§X^©_|H$ZopŠQ>{dQ>rH$sg_ñ`mAm|Am¡a_moS>o_ñnrS>Am{XO¡go
CnñH$aHo$~mao_|ñQ>m\$Ho$gmW{dMma-{d_e©H$a|Ÿ&BgnaS>mH$KaHo${gñQ>_ES>{_{ZñQ´>oQ>a
go~mVH$a|Ÿ&`mÑpÀN>H$ê$ngoMwZoJE{H$ÝhtXg{XZm|_|bm°JH$aZoHo$g_`H$sOm§MH$a§oŸ&
(K) Š`mB©-nmoñQ>g§Xoem|Ho$~w{H$§JH$sì`dñWmdhm§h¡?
(L>) B©-nmoñQ>g§Xoem|H$s~wqH$JH$aZoHo${bEJ«mhH$m|Ho${bEH$m¡Z-H$m¡Zgrgw{dYmE§CnbãYh¡§?
(M)BgH$sOm§MH$a|{H$~wH$B©-nmoñQ>g§Xoeg_`nanmao{fV{H$EJEh¢?
(N>)CZS>mH$Kam|goB©-nmoñQ>g§XoeàmáH$aZoHo${bEH$m¡Z-H$m¡Zgrì`dñWmH$sJB©h¡Omo
B©-nmoñQ>Ho$ÝÐZhth¡§?
(O)BgH$sOm§MH$a|{H${XZ_o§Xmo~maB©-nmoñQ>do~gmBQ>ImobZoHo${bEì`dñWmH$sJB©h¡Am¡a
B©-_obS>mCZbmoS>H$aZoVWm{S>brdarHo${bE^oOZohoVwB§VOm_{H$EJEh¢Ÿ&
(P)B©-nmoñQ>ñQ>oeZarnonaAm¡a{b\$m\o$Cn`moJ_|bmEOmahoh¢`mZhtŸ&
(Äm) B©-nmoñQ>ÛmamA{O©VamOñdH$sOm§MH$a|O¡gm{H${gñQ>_ÛmamE_AmB©Eg_|Am¡aS>mH$Ka
ImVm_|^r{XIm`mJ`mh¡Ÿ&
(Q>) ~wH${H$EJEB©-nmoñQ>Ho$n[a`mVEd§amOñdH$sOm§M-n‹S>VmbH$a|Am¡agwYmabmZoHo${bE
gwPmdX|Ÿ&
26
(f) Check the report and control mechanism prescribed for reports
on e-bill post for Circles and divisions.
(g) Review e-bill post collection and payments made/remittance sent
at least for 4 dates in different months one day each quarter in
respect of each of the customers.
e-Post
(a) Check the internet facilities available in the PO. What is the present
arrangements ?
(b) Whether alternate internet service providers could be used.
(c) Discuss with staff the connectivity problems in respect of the
internet service provider & equipment such as modem speed etc.
Have a discussion with the system administrator of the PO on
this. Check time of log in on any 10 days at random.
(d) Whether arrangements for booking of e-post messages are there ?
(e) What are the facilities available to customers for booking of e-post
messages ?
(f) Check whether e-post messages booked have been transmitted
on time.
(g) What are the arrangements for receipt of e-post messages from
PO which are not e-post Centres ?
(h) Check whether arrangements exist for opening the e-post website
twice in a day & arrangements have been made for downloading
the e-mail and sending it for delivery ?
(i) Whether e-post stationery paper & envelops are being used or not ?
(j) Check the revenue earned by e-post as shown by the system in
the MIS and also as reflected in the PO Account.
(k) Check the traffic & revenue of e-post booked and give
suggestions for improvement.
26
 {~OZognmoñQ> BUSINESS POST
73. (H$) {~OZognmoñQ>Ho${dÝ`mg(bo-AmCQ>)VWmCnbãYñWmZH$mAmH$bZH$a|VWmBgH$s 73. (a) Assess the layout and the accommodation available for Business
Cn`wº$Vmna{Q>ßnUrH$a|Ÿ& Post and comment on its suitability.

(I) {nN>bo{ZarjUHo$g_`go{H$VZoH$m`©nyao{H$EJEh¢?haoH$H$m`©Ho$_X_|H$ån{Z`m|go (b) How many jobs completed since the last inspection ? What is the
{H$VZram{eg§J«{hVH$sJB©h¡? amount collected from the companies against each job ?

(J) _obn[a`mVH$sX¡{ZH$AmYmanaŠ`mAm¡gVàm{áh¡? (c) What is the average receipt of mail traffic on a daily basis ?

(K) Š`mà_wIH$ån{Z`m|Ho${bE{nH$-AnH$sì`dñWmH$sOmVrh¡Ÿ&AJahm§,VmoŠ`m-Š`m
B§VOm_{H$EJEh¢?
(L>) H$m`m©b`_|{H$VZr\«¢$qH$J_erZ|CnbãYH$amB©JB©h¢Ÿ&_erZm|Ho$_oH$Am¡añnrS>H$mCëboI
H$a|Ÿ&
(M) Š`mCnbãYH$amB©JB©g^r_erZAm¡aAÝ`CnñH$aMmbyhmbV_|h¡§?AJaZht,Vmo
Iam~hmoZoHo$ã`moao,_erZHo$Amny{V©H$Vm©/CÀMVaA{YH$marH$moIam~hmoZoHo$g§~§Y_|
gyMZmXoZoH$s{V{W~VmB©OmZrMm{hEŸ&
(N>) àofUHo${bEaIoS>mH$-dñVwAm|Ho$\«¢$H$m|naXrJB©VmarIm|H$m`hXoIZoHo${bE_wAm`Zm
H$a|{H$S>mH$-àofU_|H$moB©{db§~ZhthþAmh¡?
(d) Whether pick-up is arranged for the major companies ? If yes,
what are the arrangements made ?
(e) How many franking machines are provided in the office ? Mention
make and speed.
(f) Whether all the machines and other equipment provided are in
working condition ? If not details of break down date of informing
the supplier of the machine / higher official about the break down
should be intimated.
(g) Check the dates given on the franks of the articles awaiting
despatch to see that there is no delay in posting.

(O) S>mH$-dñVwHo$^maH$s`mÑpÀN>H$ê$ngoOm§MH$a|Ÿ&`hXoI|{H$BgoCn`wº$_yë`Ho${bE
\«¢$H${H$`mJ`mh¡Ÿ&
(P) BgH$sOm§MH$a|{H$_obHo${bEH$sJB©Hw$bH«o${S>Q>am{eH$s_mÌmAm¡a^maHo$gmW_obh¡
`m{ZH«o${S>Q>H$màmß`S>mH$-ewëH$Am¡a{Zînm{XVS>mH$àofUnyd©H$m`©H$bmnm|Ho$_yë`Ho$
gmW{_bmZhmoOmVmh¡Ÿ&
(Äm) Š`m{~OZognmoñQ>Ho${bEàmáAXm`{J`m§Cn`wº$erf©_|H«o${S>Q>H$sJB©h¢?
(Q>) Š`mdñVwdma{ZYm©[aVl_-_yë`(nrgaoQ>oS>bo~a)H$mR>rH$-R>rH$^wJVmZH$a{X`m
J`mh¡?
~YmB©S>mH$
74. (H$) Š`m~YmB©S>mH$H$s{~H«$shoVwH$moB©AbJH$mC§Q>a/àXe©Za¡H$h¡VWmŠ`mdhm§H$mS>©aIo
JEh¢?
(I) {S>OmBZHo$AZwgma~YmB©H$mS>m]Ho$eofñQ>m°H$H$sOm§MH$a|Ÿ&
(h) Check at random the weight of the article and see that it has been
franked for the proper value.
(i) Check whether the total credit made for the mail tallies with the
volume and weight i.e. the credit tallies with postage due and value
of pre-mailing activities done.
(j) Have the payments received for Business Post been credited
under the correct Head ?
(k) Whether the piece rated labour has been paid correctly ?
GREETING POST
74. (a) Is there a separate counter / display racks for sale of Greeting
Post and are the cards displayed there ?
(b) Check the balance stock of Greeting Cards as per the designs.

27 27
 (J) Š`mñQ>m°H$a{OñQ>aH$mghràH$magoaIaImd{H$`mOmahmh¡VWm{~H«$sH$sagrXEd§
eofHo$g§~§Y_|à{d{ï>`m§ghth¢?
(K) Š`m~YmB©S>mH$erf©Ho$VhV{~H«$sH$sam{eH$moZm_o{H$`mJ`mh¡?
_r{S>`mS>mH$
75. (H$) _r{S>`mnmoñQ>Ho$VhV{d{^Þlo{U`m|_o§Am¡gVì`dgm`Š`mh¡?
(I) H$m¡Z-H$m¡ZgrH§$n{Z`m§{Z`{_VAmYmanaH$mamo~maH$aahrh¢?
(J) Š`mH$moB©EogmAmS>©ab§{~Vh¡{OgHo$g§~§Y_|^wJVmZnhbohràmáH$a{b`mJ`mh¡?
76. H¥$n`mXoI|{H$CnpñWVn§{OH$mE§g_w{MVn«H$magohm|,ñQ>m\$Ho$gXñ`g_`Ho$nm~§Xhm|,ghr
àH$magodXuAm{X_|gwg{‚mVhm|,{deofVm¡anaCnnmoñQ>_mñQ>aBg~mVna~bX|{H$g_yh"K'Ho$
H$_©MmarEd§S>m{H$`oJUMwñV-XwéñVZOaAmE§Ÿ&Om§MHo$Xm¡amZEH$Om§M{H$Q>aI|Ÿ&BgHo$AbmdmdXu
Amny{V©H$sVmarI^rgw{ZpíMVH$a|Ÿ&
77. H$¥n`mñQ>m\$go{_b|Am¡a~mVH$a|:
(i) Š`mCÝh|AnZo{ZOr_m_bm|Ho${ZnQ>mZ_|hþE{db§~Ho$g§~§Y_|H$moB©{eH$m`Vh¡;VWm
(ii) Š`mS>mH$KaCnñH$am|VWmgw{dYmAm|gogwg{‚mVh¢Ÿ&CÝh|OZVmH$sgodmVWmS>mH$KaH$mo
gwYmaZoH$og§~§Y_|gwPmdXoZoHo${bEn«moËgm{hVH$a|,CÝh|H$moB©Xm{`Ëdgm¢nH$aBgH$m`©
_|em{_bH$a|Ÿ&
78. {H$ÝhtMwqZXmVmarIm|H$mog_`mon[a^Îmog§~§Yra{OñQ>aH$sOm§MH$a|VWmXoI|{H$g_`mon[a
^ÎmmCg{XZHo$dmñV{dH$H$m`©^maHo$AZwê$nhmoZmMm{hEŸ&H$m`m©b`K§Q>m|Ho$Xm¡amZH$m`©Z{H$`oOm
gH$ZoH$mn`m©áH$maUhmoZmMm{hEŸ&Ìw{Q>-nwpñVH$mVWmCnpñW{Vn§{OH$mH$s{deofVm¡anaOm§MH$a|
Vm{H$ñQ>m\$H$moXoaVH$S>çyQ>rnaamoH$ZoH$sAmdí`H$Vm/dmñV{dH$VmH$sOm§MhmogHo$VWmgm_mÝ`
àH¥${VHo$H$m`©nag_`mon[a^ÎmoH$sAmdí`H$VmZn‹S>>oAm¡a{_Vì`{`VmH$mÜ`mZaImOmEŸ&
28
(c) Whether stock register is being maintained correctly and the
entries w.r.t. receipt of a sale and balance tallies ?
(d) Whether the amount of sale has been credited under Greeting
Post head ?
MEDIA POST
75. (a) What is the average business in different categories under
Media Post ?
(b) Which major companies are giving business on regular basis ?
(c) Whether any order is pending against which payment has already
been realised.
76. See that the Attendance Registers are maintained properly and staff
are punctual, properly dressed and particularly that the Sub
Postmaster is insistent about the smart turn out of Group ‘D’ officials and
Postmen, in uniform. Carry out a kit inspection during inspection. Also
ascertain the date of supply of uniform.
77. Please meet and talk to the staff :
(i) to see whether they have any grievance regarding the delay in
settlement of personal cases and
(ii) about office equipment and facilities. Encourage them to come
out with suggestions for improvement of the office and service to
the public and involve them by giving them tasks to do.
78. Examine one for selected dates the Register of O.T. charges to see
that overtime is commensurate with the actual workload of the day and there
is adequate explanation when their work could not be done
during office hours, especially check the error book and attendance register
so as to verify necessity / genuineness for putting the staff on OT duty and
that overtime is not incurred on work of normal nature and outline scope of
economy, if any.
28
79. H¥$n`mgodmQ>obrJ«m_,a{OñQ´>rH¥$VgodmAm¡a~r_mH¥$VnÌm|H$s~wqH$JEd§àm{áH$s`hXoIZoHo$
{bEnarjmOm§MH$a|{H$BÝh|Ý`yZV_aImOmEŸ&àofUghm`H$VWmCnnmoñQ>_mñQ>aH$moBgH$s_hÎmm
~VmB©OmEŸ&
80. (i) AmZodmbonÌm|VWmAÝ`a{OñQ>aH$sOm§MH$a|VWmCZ{eH$m`Va{OñQ>aH$s,BgÑ{ï>go,
Om§MH$a|{H${eH$m`Vm|H$merK«{ZnQ>mZhmogHo$Ÿ&`h^rXoI|{H$OZ{eH$m`Va{OñQ>a
AbJgoaImOmEVWm{eH$m`Vm|H$mVËH$mb{ZnQ>mZhmoŸ&
(ii) XoI|{H$nrE-17 (H$){Z`{_VVm¡anaàñVwV{H$`mOmEŸ&
(iii) XoI|{H$gyMZmnwpñVH$mCnbãYhmoVWmCg_|AÚVZgyMZmCnbãYhmoŸ&
81. {d{^ÞemImAm|H$sH$m`©XemVWm{d{^Þ[aH$m°S>©Ed§a[OñQ>am|H$sOm§MHo$g§~§Y_|Am§V[aH$
{ZarjUHo$Xm¡amZOmar{ZX}em|H$sJwUdÎmm,Amd{YH$VmEd§à^mderbVmXoIZoHo${bECnnmoñQ>_mñQ>a
H$sAmS>©a~wH$H$sOm§MH$a|Ÿ&H¥$n`mXoI|{H$Im{_`m§,A{Z`{_VVmE§ZmoQ>H$aZoHo${bE{d{^ÞemImAm|
_|Ìw{Q>-nwpñVH$maIrOmEVWmCnnmoñQ>_mñQ>aÛmamCZnaH$ma©dmB©H$sOmEŸ&
82. {H$ÝhtMmaMwqZXm{XZm|_|XoI|{H$n|eZ^wJVmZgog§~§{YVg^r_m_bm|_|nrnrAmoH$sà{V`m§
CnbãYhm|VWmCnS>mH$KaImVo_|XrJB©à{d{ï>`m§n|eZ^wJVmZ{dda{UH$m_|XrJB©à{d{ï>`m|go
{_bVrhm|Ÿ&`h^rOm§MH$a|{H$g^r{dVaUe¡ë\$CnbãYhm|VWmJmS>©\$mBb_|hm|Ÿ&
S>mH$OrdZ~r_m
83. (H$) Om§MH$a|Am¡aXoI|{H${ZYm©[aVH$mb_m|Ho$AZwgma,J«m_rUS>mH$OrdZ~r_mboZ-XoZhooVw
EH$AbJa{OñQ>aAbJgoaImhmo,Bga{OñQ>a_|emImS>mH$Kam|_|J«m_rUS>mH$OrdZ
~r_mg§~§YrhþEboZ-XoZm|H$mAbJ-AbJboIm§H$Z{H$`mOmE(S>mH$OrdZ~r_m{ZXoemb`
H$mnÌg§»`m5-18/95-EbAmB©,{XZm§H$15.2.96)
29
79. Test check the booking of and receipt of, service telegrams, service
registered and insured letters to see that this is kept to the minimum. Impress
the importance of this on Despatch Assistant and SPM.
80. (i) Examine the inward references and other correspondence regis-
ter and the public complaints register with the purpose to see that
references are disposed of promptly. Also see that public
complaints register has been maintained separately and complaints
have been attended to promptly.
(ii) See that PA-17(a) is being submitted regularly.
(iii) See that Book of Information is available and indicate all latest
information in it .
81. Review the Order Book of the Sub Postmaster to see the quality,
periodicity and effectiveness of the internal inspections of directions on the
working of various branches and the checking of various records and
registers. See whether the Error Books are kept in various branches to note
shortcomings, irregularities and due notice is taken of them by the Sub
Postmaster.
82. On 4 selected days, see that the copies of PPO are available in all
cases of pension payments and that the entries in the SO accounts tally with
those in the schedule of pension payment. Also check that all the disbursers
halves are available and kept in guard file.
POSTAL LIFE INSURANCE
83. (a) Examine and see whether a separate register for Rural PLI
transactions is maintained separately as per prescribed columns,
transactions of RPLI at Branch Post Offices in account with are
incorporated in this register and that PLI and RPLI transactions
are accounted for separately. (Dte. of PLI letter No.5-18/95-LI
dtd. 15.2.96)
29
 (I) àm{á`m|,S>mH$OrdZ~r_ma{OñQ>aVWmCnS>mH$KaImVm|Ho$g§X^©_|A§{V_Om§MH$s
VmarIgoboH$a_mh_|H$_goH$_Xmo{XZS>mH$OrdZ~r_mAm¡aJ«m_rUS>mH$OrdZ~r_m
H$sA{O©Vam{eH$sOm§MH$a|VWmgw{ZpíMVH$a|{H$CnnmoñQ>_mñQ>aÛmamCº$am{eH$s
gaH$marImVm|_|g_w{MVàH$magoà{d{ï>hmoŸ&
(J) `{XCnS>mH$KaJ««m_rUjoÌ_|hmo,VmoEH$ÌAmanrEbAmB©àr{_`_Ho$g§~§Y_|g{H©$b
H$m`m©b`go_§Oyar/Zm_§OyarnÌm|H$sJ¡a-àm{áHo$_m_bm|H$mogyMr~Õ{H$`mOmEVWm
Om§MhoVw{S>drOZbH$m`m©b`H$s_m\©$Vg{H©$bH$m`m©b`m|H$mo^oOmOmEŸ&
(K) H¥$n`mXoI|{H$nrEbAmB©àr{_`_dgybrhoVwg_w{MVì`dñWmH$sJB©h¡,nrEbAmB©go
g§~§{YVñQ>m\$Ho$gXñ`nrEbAmB©à{H«$`m_|nma§JVh¢VWmG$UhoVwAmdoXZ,Ad{Y
n[anŠdVmAm¡a_¥Ë`wXmdm|Am¡aàMmagm_J«rO¡goA{Zdm`©\$m°_©S>mH$Ka_|CnbãYhm|Ÿ&
(L>) S>mH$Ka_|H$mamo~maH$s~‹T>moÎmarH$mAmH$bZH$a|,XoI|{H$Š`màMmaAm¡a{~H«$sCnam§V
godmH$mogwYmaZoH$sAmdí`H$Vmh¡Ÿ&Om§M[anmoQ>©_|AnZogwPmdXO©H$a|VWmCgoAmJo
H$ma©dmB©hoVw{S>drOZà_wIH$mo^oO|Ÿ&
(M) H$¥n`mOm§MH$a|{H$~r_mH¥$Vì`{º$H$mZm_,ghrnm{bgrg§»`m,àr{_`_H$sam{e,
àr{_`_H$m_mhVWmOw_m©ZoH$sam{eAm{Xa{OñQ>aHo$g§JVH$mb__|A§{H$Vhm|Ÿ&
H$åß`yQ>arH¥$VS>mH$Kam|Ho${ZarjUHo${bEàíZmdbr
84.
""H$åß`yQ>am|Ho$Bï>V_à`moJ''Ed§""n¡Ho$Om|Ho$Cn`mo{JVmAm|H$mà`moJ''naàíZmdbr
H$mgwPmd{X`mOmVmh¡Vm{H$AYrjH$H$mÜ`mZHo$dbgVH©$VmÑ{ï>H$moUgoXoIZoHo$
ñWmZnaH$åß`yQ>arH$aUHo$gH$mamË_H$nhbwAm|H$sVa\$AmH${f©VhmoŸ&
~hþCÔoí`r`H$mC§Q>a_erZ|-gw{ZpíMVH$a|{H$-

S>rAmoEgAmYm[aVH$åß`yQ>a_oKXyV-2000 VWmqdS>moAmYm[aV{gñQ>åg_oKXyV{_bo{Z`_
nm°B§Q>Am°\$gobhoVw(ñQ>|S>AbmoZ/ZoQ>dH©$dO©Z)-gm°âQ>>do`aH$mAÚVZê$nà`wº$hmoahmh¡Ÿ&

g^rH$m§CQ>aboZ-XoZ(AmaEb/Amanr/drnrEb/drnrnr/B§g.-Eb/B§g.-nr/Q>rAmagr/
E_Amo/nrEbAmB©/`ygrAma/ñnrS>nmoñQ>/ñnrS>nmoñQ>nmgnmoQ>©Am{X)H$m`©H$åß`yQ>aÛmam{H$`o
Omahoh¢Ÿ&
30
(b) Verify atleast two days PLI and RPLI collections in every month
since date of last inspection with reference to receipts, PLI
register and Sub Post Office Account and satisfy that money has
been properly accounted for in Govt. accounts by the SPM.
(c) If the Sub office is in rural area, the cases of non receipt of accep-
tance/rejection letters from Circle Office in respect of RPLI premia
collected may be listed out and sent to Circle Office through
Divisional Office for verification.
(d) See whether proper arrangements has been made for collection
of PLI premiums, staff handling PLI work are well conversant with
procedure of PLI and essential forms such as application for loan,
maturity and death claims and publicity materials are available in
the Post Office.
(e) Assess the growth of business in the office, see whether there is
any need for improving the after sale service and publicity. Record
your suitable suggestions in the inspection report and send to the
Divisional Head for further action.
(f) Check the correct policy number, name of the Insurant, amount of
premium, month of premium and amount of fine etc. are noted
under relevant column in the register.
QUESTIONNAIRE FOR INSPECTION OF
COMPUTERISED POST OFFICE
84.
Questionnaire on “Optimum use of computers” and : Use of
utilities of packages” are suggested so that the Superintendent’s
attention is drawn on positive aspects of computerization rather
than looking at vigilance angle only.
Multi-purpose Counter Machines - Ensure that

The latest version of the software is being used - for DOS based
computers Meghdoot 2000 and for windows based systems Meghdoot
Millenium Point of sale (Stand alone/Network version)

All the counter transactions (RL/RP/VPL/VPP/Ins.L/Ins.P/TRC/MO/PLI/
UCR/Speed Post/Speed Post Passport etc.) are being done through
computers.
30

n`©dojH${eâQ>H$màma§^H$aVmh¡VWmH$m`©Amd§Q>Zñd`§H$aVmh¡Ÿ&

Ho$db{Z`{_VnrEHo$à`moº$mH$moS>H$mogj_~Zm`mJ`mh¡VWmAÝ`à`moº$mH$moS>H$mo{ZpîH«$`
{H$`mJ`mh¡Ÿ&

n`©dojH$X¡{ZH$boZ-XoZm|Ho$g_o{H$VgmaH$sà{Vñd`§V¡`maH$aVmh¡Ÿ&

{ZåZ{b{IV[anmoQ>]à{V{XZbrOmahrh¢:-
• boZ-XoZ[anmoQ>]-à`moº$mdma
• boZ-XoZ[anmoQ>]-g_o{H$Vgma
• à`moº$mboIm[anmoQ>©
• H$m`©-Amd§Q>Z
• E_AmB©Eg-gm§p»`H$s`[anmoQ>©-_m{gH$
• àYmZS>mH$KaH$sYZmXoeBí`yàm{á`m§-_m{gH$

`{XS>mH$Ka_|EH$goA{YH$E_nrgrE_H$m`©aVh¢VmoBZE_nrgrE_H$moZoQ>dH©$Ho$VhVbmZo
H$sg§^mdZmImoOrOmE§Ÿ&

àewëH$/gr_m/Xoem|/ñnrS>nmoñQ>eham|/B©nrnrXy[a`m|_|n[adV©Zm|/~‹T>moÎmar/g§emoYZm|H$mo
~XbmdhmoZoH$spñW{V_|emo{YVH$a{b`mOmVmh¡Ÿ&

E_nrgrE_boZ-XoZm|Ho$a{OñQ>aH$moAÚVZaImOmVmh¡O¡gmAZw~§Y_|{XIm`mJ`mh¡Ÿ&
H$_©Mm[a`m|H$mo~XbmOmVmh¡Vm{H$A{YH$goA{YH$H$_©Mm[a`m|H$moH$åß`yQ>ag§MmbZAmgHo$Ÿ&
EgE_Amo/B©EgE_Amo-gw{ZpíMVH$a|{H$-

S>mH$ghm`H$m|Ed§n`©dojH$m|Ho$H$m`©-K§Q>m|H$mog_w{MVVarHo$go{ZYm©[aV{H$`mOmVmh¡Vm{H$
`hgw{ZpíMVhmo{H$goQ>obmBQ>YZmXoem|H$moA{db§~àmáEd§ào{fV{H$`mOmgHo$Ÿ&

{Obogo~mhaOmZodmbog^rYZmXoem|H$moB©EgE_AmoHo$Ûmam^oOmOmVmh¡Ÿ&{nN>bo{ZarjUH$s
VmarIgo4VmarI|MwZ|Ÿ&`hgw{ZpíMVH$aZoHo${bE{H$YZmXoeVËH$mbg§ào{fV{H$`oOmaho
h¢,OmarYZmXoeg§H$bZemIm_|CnbãYOmarYZmXoe|H$sg§»`m(ImVo_|CnS>mH$Kam|Ho$
Am§H$‹S>m|g{hV)H$sg§ào{fVYZmXoem|goVwbZmH$a|Ÿ&
31

Supervisors begins the shift and does the work allocation himself.

User code of only regular PAs enabled and other user codes are made
inactive.

Supervisor himself takes a printout of consolidated summary of
transactions daily.

The following reports are being taken daily -
• Transaction reports-user wise
• Transactions reports- Consolidated summary
• User account report
• Work allocation
• MIS - Statistical report - monthly
• MO issue returns of HO - monthly

If there is more than one MPCM functioning in the office, explore the
possibility of bringing these MPCMs under network.

The changes/additions/modifications in Tariff / Limit / Countries / Speed
Post Cities / EPP distances are duly incorporated as and when
revised.

The Register of MPCM transactions are maintained up-to-date as shown
in the annexure.

The staffs are rotated so that more number of officials are exposed to
computer operation.
SMO/ESMO - Ensure that -

The working hours of PA & Supervisor has been fixed properly to
ensure that the satellite money orders are received and dispatched
without delay.

All the money orders out bound from the district are sent through ESMO.
Select 4 dates since date of last inspection. Compare the number of
MO issued figures available in the MO issue compilation branch
(including the figures of Sub Offices in account) with the money orders
transmitted to ensure that money orders are being promptly transmitted.
31

{ZarjUH$sVmarIgonhboEH$_mhHo$^rVa-^rVaMwZrJB©4 VmarIm|Ho$^wJVmZZ{H$EJE
YZmXoem|H$sgyMrH$sOm§MH$aHo$YZmXoem|H$mVËH$mb{_bmZ{H$`mOmVmh¡Ÿ&

àmáYZmXoem|H$sOm§MH$a|Vm{H$`hgw{ZpíMVhmogHo${H$YZmXoem|H$màmnUnmaofU_mZXÊS>m|
Ho$VhV{H$`mOmahmh¡Ÿ&nmaofU_|{db§~H$spñW{V_|,H¥$n`mXoI|{H$EgE_Amo/B©EgE_Amo
ñQ>oeZÛmamŠ`mH$ma©dmB©H$sJB©h¡Ÿ&`{XXoeHo${H$grH$moZogoH$moB©{Z`{_V{db§~Ñ{ï>JmoMa
hmoVmh¡VmopñW{VH$mogwYmaZoHo${bEg_w{MVH$ma©dmB©H$a|Ÿ&

S>mH$Ka_|^aoJE_ybYZmXoem|H$mog_w{MVê$ngo{ZañV{H$`mOmahmh¡Ÿ&à{d{ï>{H$`oJE
YZmXoem|H$sgyMrHo$ã`moaogoHw$N>H$sVwbZmH$a|Vm{H$CZH$m{_bmZhmogHo$Ÿ&

g^rYZmXoem|H$mnmaofUgw{ZpíMVH$aZoHo${bE,`{XAmdí`H$hmoVmoamVH$mo^rB©EgE_Amo
H$moIwbmaImOmVmh¡Ÿ&

B©EgE_Amo_|H$m`©aVñQ>m\$H$mo~XbmOmVmh¡Vm{H$B©EgE_AmoH$moMbmZoHo${bEA{YH$go
A{YH$H$_©Mm[a`m|H$moH$m`©nahrà{ejU{X`mOmgHo$Ÿ&

YZmXoe|H$m_wÐUH$m`©àmV:gw~hhr{H$`mOmVmh¡VWmCÝh|boIm~¡J_|CnS>mH$KahoVwàofU
`mS>mH$KaHo$E_Amo-3 _|em{_b{H$`mOmVmh¡Ÿ&
_oKXyV-gw{ZpíMVH$a|{H$-
 `{XCnS>mH$KanyU©V`mH$åß`yQ>arH¥$VgmBQ>h¡Vmogw{ZpíMVH$a|{H$_oKXyVHo$g^r_moS>çyëg
ZoQ>dH©$nah¢VWmdoghràH$magoH$m`©H$aahoh¢Ÿ&
 Cggr_mH$moZmoQ>H$a|Ohm§VH${d{^Þ_m°S>çyëg{H«$`mpÝdV{H$`oJEh¢:-
- {~H«$sH$m{~ÝXw
- S>m{H$`m
- Cn-boIm
- IOmZm
- ñnrS>ZoQ>
32

The pairing of money orders are being done promptly by examining the
list of unpaid money orders for 4 days selected within one month
previous from the date of inspection.

Examine the list of received money orders to ensure that the money
orders are being received within the transit norms. In cases of delay in
transmission, please see as to what action has been taken by the SMO/
ESMO station If any regular delay noticed in respect from any corner of
the country take appropriate action to improve the situation.

Original MOs filled in the office are duly cancelled; compare a few with
the details with the list of MOs entered to ensure that the same tally.

The ESMO is kept open during the night also if necessary to enable
transmission of all the money orders.

The staff working in ESMO are rotated so that more number of officials
get on-job training to handle ESMO.

The print out of money orders are taken early in the morning and the
same are included in the dispatch for Sub Office in Account Bag or
included in the MO - 3 of office.
MEGHDOOT COMPONENTS - ENSURE THAT -
 If the SO is total computerization site, ensure that all the modules of
Meghdoot component are on network environment and working fine.
 Note the extent to which the different modules have been implemented.
- Point of sale
- Postman
- Sub accounts
- Treasury
- Speed Net
32
 [anmoQ>m]H$shmS>©à{VbrOmahrh¡VWmCgoghràH$mago\$mBb{H$`mOmahmh¡Ÿ&
 S>mQ>mñWmnZghràH$ma{H$`mJ`mh¡VWmOm§M-narjmÛmamCgoghr{H$`mJ`mh¡Ÿ&
 AmaEb/Amanr/drnrEb/drnrnrBË`m{XHo$g§~§Y_|AmZodmbr{eH$m`V|H$åß`yQ>a_|g§gm{YV
H$sOmahrh¢VWmVXZwgmaOdm~{X`mOmahmh¡Ÿ&
 boZ-XoZH$m{dê$nU:S>mH$Kam|Ho$àMmbZH$snyarà{H$`mHo$g§~§Y_|"_oKXyV{_bo{Z`_'H$mo
g_o{H$Vn¡Ho$OHo$ê$n_|V¡`ma{H$`mJ`mh¡Ÿ&AV:boImH$m`m©b`m|,nrEbAmB©Am{XH$moghr
Am§H$‹S>>oCnbãYH$admZoHo${bEAm§H$‹S>m§o_|ñnï>Vmgw{ZpíMVH$aZmA{Zdm`©h¡Ÿ&AV:{gñQ>_
àemgH$Ho$gmWagrXHo$_wÐUHo$~mX{H$grboZXoZH$moH¢$gbH$aZoH$sgw{dYmàXmZH$sJB©h¡Ÿ&
`hAmdí`H$VmV~CËnÞhmogH$Vrh¡O~H$mC§Q>aŠbH©${~ZmZH$XrO_m{H$`oOëX~mOr_|
agrX|_w{ÐVH$aVmh¡VWmCn^moº$mnyaram{eZhtXoVmŸ&O~^rH$moB©boZXoZaÔhmoVmh¡Vmo
{gñQ>_àemgH$H$moagrXEH$ÌH$aZo,CgoH¢$gbH$aZoVWmnmoñQ>_mñQ>aHo$nmgaIrÌw{Q-nwñVH$
_|CgonoñQ>H$aZmhmoVmh¡Ÿ&H$mC§Q>aàMmbH$Ûmam{XZH$sg_m{ánaXrOmZodmbr[anmoQ>©_|
H¢$gbboZXoZm|H$mnyamã`moam{X`mOmVmh¡Ÿ&n`©dojH$Ho$nmgCº${XdghoVwH¢$gbboZXoZm|H$s
g_o{H$VgyMrg¥{OVH$aZoH$m^rn«mdYmZh¡Ÿ&nyao{XZH$s[anmoQ>m]Ho$gmWa{OñQ>a_|à{d{ï>`m|
H$sOm§MH$a|Ÿ&
 `h~hþV_hËdnyU©h¡{H$àË`oH$H$m`m©b`_|EH$Cn`wº$H$_©MmarOmogwJ_VmgoCnbãYhmo,H$mo
{gñQ>_àemgH$Ho$ê$n_o§MwZmOmEŸ&nmoñQ>_mñQ>aEH$AÀN>m{dH$ënhmogH$Vmh¡Ÿ&bo{H$Z`h
gw[ZpíMV{H$`mOmZmMm{h`o{H${gñQ>_n«emgH$Ho$nmgdS>©H$sH$m`m©b`_|{H$grH$mo^r
OmZH$marZhmoŸ&
 Ho${~ZoQ>_|gd©a:CZH$m`m©b`m|_|Ohm§gm°âQ>do`aH$moEbEEZnañWm{nV{H$`mhmodhm§gd©a
H$moVmbmewXmHo${~ZoQ>_|BgàH$magwa{jVH$aZmMm{hEVm{H$Aàm{YH¥$Vì`{º$H$sdhm§na
nhw§MZhmogHo$Ÿ&
 âbm°nrS´>mBdg©H$moAj_H$aZm:ZoQ>dH$m]_|dm`agàdoe~m{YVH$aZoHo${bEn`©dojH$Ûmam
à`wº$J«mhH$m|Ho${gdm`AÝ`J«mhH$m|Ho$âbm°nrS´>mBdm|H$moAj_H$aXoZmMm{hEŸ&H$¥n`mOm§M
H$a|{H$Š`mEogm{H$`mJ`mh¡Ÿ&
 E§Q>rdm`ag:_erZ|{OZ_|àMmbZmË_H$H$maUm|goâbm°nrS´>mBdg{H«$`hmoZmh¡,H$moAÚVZ
E§Q>r-dm`agn¡Ho$Ogob¡ghmoZmMm{hEVWmAm°Q>moàmoQ>oŠQ>^rg{H«$`hmoZmMm{hEŸ&H¥$n`mOm§M
H$a|{H$Š`m`h{H$`mJ`mh¡Ÿ&
33
 Hard copy of the reports are being taken and filed properly.
 The data installation has been done properly and correctly by test
checking.
 That the inbound complaint enquiries in respect of RL / RP / VPL / VPP
etc. are processed in the computer (query) and the reply is being given
accordingly.
 Cancellation of Transaction : ‘Meghdoot Millennium’ is designed as an
integrated package for the entire gamut of operations in post office. It
is therefore, essential to ensure data integrity in order to provide
correct data to Accounts Offices, PLI etc. The System Administrator,
therefore, is provided with a facility to cancel a transactions after the
receipt is printed. This necessity may arise when the counter clerk prints
receipt in haste without collecting the cash and the customer does not
tender the full amount. Whenever a transaction is cancelled, the
System Administrator is required to collect the receipt, cancel it and
paste it in the Error Book kept with the Postmaster. The day-end report
generated by the counter operator gives details of the transactions
cancelled. There is also provision for the Supervisor to generate a
consolidated list of cancelled transactions for that day. Check the
entries in the register with the day-end reports.
 It is very important that a suitable official who is easily accessible is
selected as System Administrator in each office. The Postmaster is an
ideal choice. But, it must be ensured that the System Administrator
password is not known to anybody else in the office.
 Server in Cabinet : The offices where the software is installed on a
LAN, the server should be kept at secure place in a cabinet locked so
that unauthorized persons can not have access.
 Disabling Floppy Drives : To prevent virus entering the networks the
floppy drives on the clients except the client used by the Supervisor
should be disabled. Check whether this has been done.
 Anti - virus : The machines where floppy drive has to be active for
operational reasons should be loaded with latest anti-virus package
and auto-protect should also be enabled. Check whether this has been
done.
33
g§M`nmoñQ>-H$¥n`mgw{ZpíMVH$a|{H$- SANCHAYA POST - ENSURE THAT -

♦ `{Xb¡OaaIaImdH$mo~ÝX{H$`mOmVmh¡VmoXoI§o{H$n`m©ágwajmCnm`{H$`oOmE§O¡gm ♦ If the ledgers maintenance is discontinued see that adequate security

{ZXoemb`Zo{ZYm©[aV{H$`mh¡Ÿ& measures have been taken as prescribed by the Directorate.

[aH$m°S>©H$maIaImd-H¥$n`mgw{ZpíMVH$a|{H$- MAINTENANCE OF RECORDS - ENSURE THAT -

 H$åß`yQ>am|,qàQ>am|,`ynrEgH$s{hñQ´>rerQ>H$mo{ZYm©[aV\$m°_}Q>_|AÚVZaImOmEŸ&`{XZhth¡  The History Sheet of computers, printers, UPS maintained in the

prescribed format and kept up-to-date. If not, get updated. Format given
VmoCgoVËH$mbAÚVZ{H$`mOmVmh¡Ÿ&\$m°_}Q>AZw~§Y_|h¡Ÿ&
in the annexure.
 ñQ>m°H$~wH$aIrOmEVWmg^rH$åß`yQ>a,g§~§{YVgm_J«r,qàQ>a,`ynrEgAm{XH$sñQ>m°H$~wH$_|
 Stock Book is maintained and all the computers, peripherals, printers,
à{d{ï>H$sOmVrh¡Ÿ&
UPS etc. are entered in the stock book.

 H$åß`yQ>am|,{n«§Q>am|,`ynrEgAm{XH$sAÚVZgyMrCnbãYh¡Ÿ&
 Up-to-date list of computers, printers, UPS etc. are available.

 {dH«o$VmÛmam_erZg§»`mHo$gmWAmny{V©àMmbZmË_H${gñQ>_H$sgyMrVWmCgH$mbmBg|g
 List of operating system supplied by the vendor with machine number
ã`moamCnbãYh¡Ÿ&
and the license details thereof.

 nona,[¨à§Q>a{a~Z,âbm°nr,ñQ>rH$aO¡grCn^moº$mdñVwAm|H$sñQ>m°H$pñW{Vn`m©áh¡VWmCgH$m
 The stock position of consumables like papers, printer ribbons, floppy,
ghràH$mago[aH$m°S>©aImOmVmh¡Ÿ& stickers is adequate and proper record is kept for the same.

H$åß`yQ>am|VWmghm`H$gm_J«rH$maIaImd-H¥$n`mgw{ZpíMVH$a|{H$- MAINTENANCE OF COMPUTERS & ACCESSORIES - ENSURE THAT -

• g^r{gñQ>_MmbypñW{V_|h¡§& • All the systems are in working condition.

• g^r{gñQ>_EE_gr/dma§Q>r,O¡gr^rpñW{Vhmo,Ho$VhVAmVoh¡§Ÿ& • All the systems are covered under AMC/warranty as the case may be.

• EE_grHo$H$_©MmarJU_aå_VAm{XHo${bEg_`-g_`naAmVoh§¡Ÿ& • AMC personnel attends periodically for maintenance.

34 34
• `{XH$moB©{gñQ>_Iam~hmoJ`mhmoVmoCgoMmbypñW{V_|bmZoHo${bEg_w{MVH$ma©dmB©hmoVrh¡Ÿ&
• J¡a-_aå_V`mo½`dñVwAm|H$sgyMr~ZmH$aVWmCZH$m{ZnQ>mZH$aZoHo${bEC{MVH$ma©dmB©H$s
OmVrh¡Ÿ&
• AÚVZdm`ag-amoYH$bJm`mJ`mh¡VWmdm`aggogwajmgw{ZpíMVH$sJB©h¡Ÿ&
• âbm°nr/grS>r_|(E_EgS>rAmoEg,qdS>mo-95,qdS>mo-98,{dZEZQ>r4.0,qdS>mo2000/
2003,EgŠ`yEb2000)àMmbZ{gñQ>_m|H$s_mñQ>aH$m{n`m§CnbãYh¡§Ÿ&
• àË`oH$H$åß`yQ>ana,à{Vgámh,ñH¡$Z{S>ñH$/{S>\«¡$J{Zînm{XVH$sOmVrh¡VWmbm°J~wH$_|Cgo
A§{H$V{H$`mOmVmh¡Ÿ&
• _mh_|EH$~madm`agñH¡$Z{H$`mOmVmh¡VWmH$åß`yQ>aH$sbm°J~wH$_|{ZîH$f©{bIoOmVoh¢Ÿ&
Am°Q>moàmoQ>oŠQ>H$moh_oemg{H«$`aImOmVmh¡Ÿ&
gm_mÝ`:
1. H$åß`yQ>aAZwHy$bn[adoe-gw{ZpíMVH$a|{H$-
• CnS>mH$Ka_|H$m`©dmVmdaUH$åß`yQ>am|Ho$AZwHy$bhmoŸ&
• Yyba{hVdmVmdaUhmoŸ&
• g^rH$m`©-ñWbm|na{demofVm¡anaV¡`maH$mC§Q>a,H$åß`yQ>aQ>o~b,Hw${g©`m§CnbãYH$amE§&
2. nmgdS>©aIaImd-gw{ZpíMVH$a|{H$-
• àË`oH$H$_©Mmar/n`©dojH$H$mog_w{MVà`moº$mH$moS>{X`mJ`mhmoŸ&
• Am§d{Q>Và`moº$mH$moS>nhMmZ`mo½`h¡Ÿ&
• Amonr1,Amonr2`mnrE1,nrE2O¡goà`moº$mH$moS>à`wº$Zhthmoahohm|Ÿ&
• H$_©MmarnmgdS>©H$s_hÎmmgonyarVahAdJVhmoAm¡adhBgoAŠga~XbVmhmoŸ&
• n`©dojH$/nmoñQ>_mñQ>aÛmamà`moº$mH$moS>hoVwEH$a{OñQ>aaImOmEO¡gmn[a{eï>_|Xem©`m
J`mh¡Ÿ&
35
• In case any system is out of order take appropriate action to set it to
working condition.
• Make a list of items unserviceable and take action to dispose off the
same.
• The latest anti-virus has been loaded and protection of data against
virus is ensured.
• Master copies of operating systems (MS DOS, Windows - 95,
Windows - 98, Win NT 4.0, Windows 2000 / 2003, SQL 2000) in floppy
/ CD are available.
• Scan disk, defrag is performed weekly on each computer and the same
is recorded in the logbook.
• Virus scan can be performed once in a month and the findings recorded
on the logbook of the computer. Auto-protect should always be enabled.
GENERAL :
1. Computer friendly environment - Ensure that -
• The working atmosphere in SO is congenial for computers.
• Dust free environment is provided.
• Specially designed counters, computer tables, chairs are provided to
all work places.
2. Password Maintenance - Ensure that -
• Each official/Supervisor has been assigned appropriate user code.
• User code allotted is identifiable.
• The user code like OP 1, OP 2, or PA 1, PA 2 are not being used.
• The official is fully aware of the importance of password and changes it
frequently.
• A register for ‘User Code’ is maintained by Supervisor / Postmaster as
shown in the annexure.
35
3. gm°âQ>do`aH$mAÚVZê$n-gw{ZpíMVH$a|{H$- 3. Latest Version of Software - Ensure that -

• Latest version of software is being used at the office.

• S>mH$Ka_|AÚVZgm°âQ>do`aà`wº$hmoahmhmoŸ&

• `{XBgH$mnwamZmàmê$nCnbãYhmo,VmoBgoZEàmê$ngo~XbdmZoHo${bEH$ma©dmB©H$a|Ÿ& • If the older version is available take action to replace with newer version.

• `{XAàm{YH¥$Vgm°âQ>do`aH$mà`moJ{H$`mOmahmhmoVmoBgoàm{YH¥$Vê$ngo~XbZoHo${bE • If unauthorized software is being used take action to replace it with the
authorized one.
H$ma©dmB©H$a|Ÿ&
• Check-with System Administrator that all the versions of the software
• {gñQ>_àemgH$goOm§MH$a|{H$gm°â`do`aHo$g^ràmê$ngwa{jVaIoOmE§Vm{H$doAàm{YH¥$V are kept securely to ensure that they do not fall into the hands of
unauthorized persons.
bmoJm|Ho$hmW_|Zn‹S>|Ÿ&
4. Log Book of Computers - Ensure that -
4. H$åß`yQ>aH$sbm°J~wH$-gw{ZpíMVH$a|{H$-
• The logbook is maintained in the format furnished in the annexure.

• n[a{eï>_|{X`oJEàmê$n_|bm°J~wH$aIrOmEŸ&
• If the system is out of order the remarks are noted in the logbook.

• `{X{gñQ>_Iam~h¡Vmobm°J~wH$_|{Q>ßn{U`m§H$sOmE§Ÿ&
• Maintenance by AMC/Repairer - details recorded in the logbook.

• EE_gr/_aå_VH$Vm©ÛmamaIaImd-bm°J~wH$_|ã`moam[aH$m°S>©{H$`mOmEŸ&
• Daily work done on the particular computer is recorded in the logbook.

• {H$grH$åß`yQ>a{deofna{H$`mJ`mX¡{ZH$H$m`©bm°J~wH$_|[aH$m°S>©{H$`mOmEŸ&
• Name and phone number of the service engineer is prominently
displayed.
• g{d©gB§Or{Z`aH$mZm_Am¡a\$moZZå~aghrOJhnaXem©`mOmVmh¡Ÿ&
5. Submission of Monthly Statement - Ensure that -
5. _m{gH${ddaUàñVwVH$aZm-gw{ZpíMVH$a|{H$-
• Monthly statement on computers is being submitted by the office
• H$åß`yQ>am|na_m{gH${ddaUH$m`m©b`m|Ûmamg_`naàñVwV{H$`mOmahmh¡Ÿ& promptly.

• _m{gH${ddaUH$sA§Vd©ñVw{ddaU_|{XEn[aH$pënV{dñVmaH$sghrVñdraàñVwVH$aVrh¡Ÿ& • The contents of monthly statement gives the exact picture as

envisaged in the statement.
6. à{ejU-gw{ZpíMVH$a|{H$-
6. Training - Ensure that -

• g§M`nmoñQ>,EgE_Amo,ñnrS>ZoQ>Am¡a_oKXyVHo$g^r_mS>çyëgnan`m©áH$_©Mm[a`m|H$mo • Adequate number of officials have been trained on Sanchaya Post,

à{ejU{X`mJ`mh¡Ÿ&`{XZht{X`mJ`mh¡,Vmo{d{^ÞgmâQ>do`a_|à{ejU{XEOmZodmbo SMO, Speed Net and all modules of Meghdoot. If not make up list of
officials to be trained in various software and include the same in the
H$_©Mm[a`m|H$sgyMr~ZmE§Am¡aBgoMmbydf©H$sH$m`©-`moOZm_|em{_bH$a|Ÿ& current year’s action plan.

36 36
• {gñQ>_àemgH$Ho$ê$n_|{d[YdVà{e{jVn`m©áH$_©MmarS>mH$Ka_|h¡§Ÿ&g§M`nmoñQ>,_oKXyV • Adequate number of officials duly trained as System Administrator are
available in the office. Identify staff to be trained as System Administrator
KQ>H$,ñnrS>ZoQ>Am¡aEgE_AmoHo${bE{gñQ>_àemgH$Ho$ê$n_|ñQ>m\$H$snhMmZH$a|Ÿ&
for Sanchaya Post, Meghdoot Components, Speed Net and SMO.
• H$åß`yQ>aHo$à{VOmJê$H$VmCËnÞH$aZoHo${bEH$_©Mm{a`m|H$snhMmZH$a|VWmH$åß`yQ>aVWm
• Identify officials to conduct local training classes to spread computer
AZwHy$bn[adoeV¡`maH$ao§Ÿ& awareness and thereby to create computer friendly environment.

• hmS>©do`aVWmgmâQ>do`a_|{XEàmdYmZm|H$mgdm}Îm_Cn`moJH$aZoHo${bEH$_©Mm[a`m|H$mo • The officials have adequate knowledge of computer and software to

H$åß`yQ>aVWmgmâQ>do`aH$mn`m©ákmZhmoŸ& make best utilization of provision made in hardware and software.

7. ~¡H$An-gw{ZpíMVH$a|{H$- 7. Backup - Ensure that -

• Backup is taken according to the schedule.

• gmaUrHo$AZwgma~¡H$An{b`mOmVmh¡Ÿ&
• In case of Sanchaya Post 6 tapes for daily backup, 5 tapes for weekly
• g§M`nmoñQ>Ho$_m_bo_|X¡{ZH$~¡H$AnHo$6Q>on,gmám{hH$~¡H$AnHo$5Q>on,nIdm‹S>>m~¡H$AnHo$ backup, 2 tapes for fortnightly backup, 2 for monthly backup to be used.
2Q>onAm¡a_m{gH$~¡H$AnHo$2Q>onà`moJhm|Ÿ&
• There is provision in case of data loss for any reason the same can be
retrieved by restoring the backup.
• {H$grH$maUgoS>mQ>mImoOmZonan«mdYmZh¡{H$Cgo~¡H$AnH$monwZ:MmbyH$aHo$n«má{H$`mOm
gH$Vmh¡Ÿ& • Backup data in floppies, tapes are preserved securely.

• ~¡H$AnS>mQ>mH$moâbmnr,Q>onAm{X_|gwa{jVaImOmVmh¡Ÿ& • A register of backup for data preservation is maintained and kept in the
custody of supervisor (proforma in the annexure)
• S>mQ>mn[aajUHo${bE~¡H$Ana{OñQ>aaImOmVmh¡Am¡a`hn`©dojH$H$s{h\$mOV_|hmoVmh¡
(àmo\$m_m©AZw~§Y_|{X`mJ`mh¡) 8. Modification to Software -

• Discuss with the staff to encourage them to come up with the problems
8. gmâQ>do`a_|AmemoYZ- they are facing and any suggestion for modification in the software
which is felt user friendly. List up the suggestions and take up the
• ñQ>m\$H$moàmoËgm{hVH$aZoHo${bECZHo$Ûmamgm_ZmH$sOmZodmbrg_ñ`mAm|naMMm©H$a|Am¡a
matter with the software vendor or Postal Training Centre, Mysore as
gmâQ>do`a_|à`moº$mAZwHy$bAmemoYZm|na{dMmaH$a|Ÿ&gwPmdm|H$sgyMr~ZmE§Am¡aBÝh|gmâ`do`a
the case may be.
{dH«o$VmAWdmS>mH$à{ejUHo$ÝÐ,_¡gya,O¡gm^r_m_bmhmo,VH$nhw§MmE§Ÿ&
• Examine the field where computerization is not effected to see that the
• CZjoÌm|H$sn‹S>>VmbH$a|Ohm§H$åß`yQ>rH$aUbmJyZhth¡Am¡aXoI|{H$CÝh|H¡$goH$åß`yQ>arH¥$V same can be computerized.
{H$`mOmEŸ&

37 37
9. nwZV¡ZmVr-
• CnS>mH$Ka_|H$åß`yQ>arH$aUHo$à^mdAm¡aA{O©VA{V[aº$ñQ>m\$K§Q>m|H$mAÜ``ZH$a|Ÿ&Bg
~mVH$sOm§MH$a|{H$ì`dgm`{dH$mgO¡gojoÌm|_|BZA{V[aº$ñQ>m\$K§Q>m|H$m~ohVaCn`moJ
{H$gn«H$ma{H$`mOmgH$Vmh¡Ÿ&
• S>mH$KaHo$g_J«H$åß`yQ>arH$aUhmoZonaXoI|{H$_mZde{º$H$mBï>V_à`moJH$aZoHo${bEH$m`©
Ho$nwZ…{dVaUH$mkmnZAnZm`mOmEŸ&
10. CÞ`Z/{ZamH$aU -
• {gñQ>_àemgH$Ho$gmWH$åß`yQ>am|Ho$Ano{jVCÞ`ZnaMMm©H$a|Ÿ&BgHo$bm^m|na^r{dMma
H$a|VWmCÞ`ZHo${bEàñVmdV¡`maH$a|Ÿ&
• ~oH$m__Xm|H$sgyMrV¡`maH$a|Ÿ&AnZojoÌr`H$m`m©b`Ho$gmWnam_e©H$aHo$BZ_Xm|H$m{ZnQ>mZ
H$aZoHo$g§~§Y_|H$ma©dmB©H$a|Ÿ&
11. H$åß`yQ>am|naH$m_H$aZodmboñQ>m\$go{_b|Am¡aMMm©H$a|-
• H$åß`yQ>arH$aUHo$_mJ©_|AmZodmbrg_ñ`mAm|Ho$g§~§Y_|Ÿ&
• `{XdoHw$N>bm^àXg_PVoh¢VmoCg~mao_|gwPmdŸ&
• H$åß`yQ>am|naH$m`©-{ZînmXZ_|Am¡agwYmaH$sg§^mdZmAm|H$moTy>§T>ZmŸ&
12. H$åß`yQ>am|H$mBï>V_à`moJ-
• Š`mg^rH$åß`yQ>am|H$mBï>V_à`moJhmoVmh¡?Š`mH$åß`yQ>am|H$monyarVahgo{H$gremIm`m
H$_©MmarÛmamà`moJH$aZoHo${bE{H$gremIm`mH$_©Mmargogå~ÕH$aZoH$sàd¥{Îmh¡?
• H$åß`yQ>am|H$mBï>V_à`moJH$aZoHo${bEŠ`mZmoS²>gH$moEH$bmoHo$eZ_|ñWm{nV{H$`mOmgH$Vm
h¡Vm{H${d{^ÞH$_©Mm[a`m|ÛmamCgrZmoS>H$mAbJ-AbJg_`_|n«`moJ{H$`mOmgHo$Ÿ&
• Š`mH$åß`yQ>am|VWmñQ>m\$H$mBï>V_à`moJH$aZoHo${bEñQ>m\$H$sCnpñW{VHo$g_`_|{H$gr
~XbmdH$sAnojmh¡?
38
9. Redeployment :
• Study the impact of computerization in the SO and excess staff hours
achieved. Examine as to how best the excess staff hours can be
utilized in areas like Business Development etc.
• On total computerization of office, see that a fresh Memo of Distribu-
tion of Work has been adopted for optimum use of manpower.
10. Upgradation / Condemnation :
• Discuss with the System Administrator regarding upgradation of
computers required, if any. Sum up the advantages and come up with
proposal for upgradation.
• List out the unserviceable items. Take action to condemn these
articles in consultation with your Regional Office.
11. Meet the staff working on Computers and discuss :
• The problems faced in computerization.
• Any suggestion they feel advantageous.
• Explore the possibilities of further improving the performance on
computers.
12. Optimum use of Computers :
• Are all the computers optimally used ? Is there any tendency to attach
the computers to a branch or official for the exclusive use of that branch
or official.
• In order to put the computers to optimum use, can nodes be placed in
one location, to facilitate use of the same node by different officials at
different hours ?
• Does the hours of attendance of the staff require any rescheduling with
a view to optimally use the computers and the staff ?
38
13. n¡Ho$Om|H$sCn`mo{JVmAm|H$mnyU©à`moJ-
• {d{^Þn¡Ho$Om|_oCnbãYCn`mo{JVmAm|H$sOm±MgyMrHo$g§X^©_|gË`m{nVH$a|{H$Š`mS>mH$Ka
_|g^rCn`mo{JVmAm|H$mà`moJ{H$`mOmVmh¡Ÿ&
85. amO^mfm{hÝXrH$sàJ{Vg§~§Yr{ZarjUHo${bEàíZmdbr
1. Š`mAmXoenwpñVH$m_|AmXoe{hÝXrAWdmA§J«oOr_|Omar
{H$EOmVoh¢?
2. Š`m{hÝXr_|àmánÌm|H$mCÎma{hÝXr_|{X`mOmahmh¡?
`{XZht,VmoBgHo$Š`mH$maUh¢?
3. Š`m{hÝXr_|_ybê$ngonÌmMmaH$aZoHo$ *H$joÌ
{ZYm©[aVbú`H$moàmáH$a{b`mJ`mh¡?
`{XZht,VmoBgHo$Š`mH$maUh¢?
*H$joÌ: {h_mMbàXoe,h[a`mUm,CÎmaàXoe,_Ü`àXoe,{~hma,amOñWmZ,N>ÎmrgJ‹T>,
CÎmam§Mb,PmaI§S>,{XëbrAm¡aA§S>_mZ{ZH$mo~maÛrng_yhŸ&
IjoÌ:_hmamîQ´>,JwOamV,n§Om~Am¡aM§S>rJ‹T>Ÿ&
JjoÌ:Cn`w©º$H$Am¡aIjoÌ_|d{U©VamÁ`m|dg§Kem{gVn«Xoem|H$moN>mo‹S>H$aŸ&
4. Hw$b{H$VZoA{YH$m[a`m|/H$_©Mm{a`m|H$mo{hÝXr
H$m** H$m`©gmYH$kmZZhth¡?
**{OÝhm|Zo_¡{Q´>H$`mXgdtVH$EH${df`Ho$ê$n_|{hÝXr
n‹T>rhmo`m{OgZoKmofUmH$aXrhmo{H$CÝh|{hÝXrH$m
H$m`©gmYH$kmZàmáh¡Ÿ&
5. (H$) Š`mg^r~moS>©/Zm_nÅ>Am{X{Û^mfrê$n_|h¢?
(I) Š`mH$m`m©b`_|à`wº$hmoZodmbog^rZm_nÅ>Am¡a
a~‹S>_moha|_m¡OyXmAmXoem|Ho$AZwê$nh¢?
(a~‹S>H$s_moham|_|{hÝXrHo$AjaA§J«oOrHo$Ajam|go2
ßdmB§Q>~‹S>ohmoZoMm{hE)Ÿ&
39
13. Full use of utilities of the packages :
• By reference to the checklist of utilities offered by different packages.
Verify if all the utilities are made use of in the office.
85. QUESTIONNAIRE FOR INSPECTION OF
PROGRESS OF OFFICIAL LANGUAGE
1. Whether orders are issued in Hindi or English in
order book ?
2. Whether all lettlers received in Hindi are being
replied to in Hindi. If not, the reasons therefoe ?
3. Whether Targets for originating *A Region B Region C Region
correspondence in Hindi have been
IjoÌ JjoÌ achieved. If not, the reasons therefore ?
*A Region : Himachal Pradesh, Haryana, Uttar Pradesh, Madhya Pradesh,
Bihar, Rajasthan, Uttaranchal, Chhatisgarh, Jharkhand, Delhi and Andman
Nicobar Island.
B Region : Maharashtra Gujarat, Punjab and Chandigarh.
C Region : All other states and UTs except those stated in A & B above.
4. The total number of officers / employees Officers Employees
who do not possess the working
knowledge of Hindi.
A{YH$mar H$_©Mmar
Those who have studied Hindi as a subject (upto
Matric or Tenth Standard or those who have furnished
declaration saying they possess working knowledge
of Hindi.
5. (a) Whether all Name plates / Notice Boards
etc. are bilingual ?
(b) Whether all the Name plates and
Rubber stamps used are in
accordance with the rules /
(In rubber stamps letters in Hindi should have a
point size greater than 2 as compared to the
English letters).
39
6. Š`mamO^mfm{d^mJÛmam{ZYm©{aVàmoËgmhZ`moOZmE§H$m`m©pÝdVH$sOmahrh¢?`{Xhm§,VmoCZ 6. Whether incentive schemes laid down by Deptt. of O.L. are being

A{YH$m[a`m|/H$_©Mm[a`m|H$sg§»`m~ZmE§{OÝhm|ZoJVdf©Ho$Xm¡amZBZàmoËgmhZ`moOZmAm|H$m implemented ? If yes, indicate the number of officers / officials who

benefited from these incentive schemes during the last year.
bm^CR>m`m?
7. H$m`m©b`_|{H$VZo\$m_©Cn`moJ_|bm`oOmahoh¢?Š`mdo{Û^mfrh¢? 7. How many forms are being used in the office ? Are they bilingual ?

8. {hÝXr_|H$m`m©b`Ûmam{H$EJE{deofH$m`©~VmE§: 8. Any special work done in the office regarding Hindi:

86. Š`mS>mH$KaHo$joÌ_|AmZodmbrgm_mÝ`OZVmH$moS>mH$KagoH$moB©naoemZrh¡? 86. Have the public of the place any difficulties with the Post Office ?

S>mH$n[a`mVHo$g§~§Y_|AmnH$m_yë`m§H$ZŠ`mh¡Am¡aBgg§~§Y_|Š`mì`dñWmH$sOm What is your assessment of growth of Postal Traffic and what

gH$Vrh¡? arrangements are needed in this connection ?

87. Record your assessment of the office and spell out :-

87. S>mH$KaH$mAnZm_yë`m§H$ZX|Am¡a~VmE±{H$:-
(a) points for action branchwise, by the SPM and the other staff of the
(H$) g~nmoñQ>_mñQ>aÛmamemImdmaAm¡aS>mH$KaHo$AÝ`H$_©Mm[a`m|Ho$g§~§Y_|H$ma©dmB©Ho$
Post Office.
{df`&
(b) points for action by you, Divisional Superintendent and
(I) AmnHo$Am¡a{S>drOZbAYrjH$ÛmamH$sOmZodmbrH$ma©dmB©Ho${df`VWm
(c) if any action to be taken by Regional or other divisions. Please
(J) Š`mjoÌr``mAÝ`{S>drOZm|ÛmamH$moB©H$ma©dmB©H$sOmZrh¡Ÿ&H¥$n`mg§~§{YVA{YH$m[a`m| take up with the concerned authorities demi-officially any matters
VH$AY©-gaH$marVm¡ana_hËdnyU©{df`m|H$moboOmE§Am¡aCZHo${ZnQ>maonaZOaaI|Ÿ& of importance and keep a watch on their settlement.

40 40
 n[a{eï> Appendix
àíZg§.5_|Cpëb{IVa{OñQ>am|Am¡anwñVH$m|H$sOm§M-gyMr Check list of Registers and Books referred at Question No. 5

H«$.g§. {d^mJ a{OñQ>aAWdmnwñVH$H$mZm_ {Q>ßnUr Sl. No. Department Name of the Register or Book Remarks
1.àmß`S>mH$Ed§_mJ©gyMr Q>rEgAmoH$moN>mo‹S>H$ag^rCnS>mH$Ka 1. Due Mail & Routeing List All SOs except TSOs
2.àmáH$Vm©Am|Ho$AZwXoem|H$snwñVH$ -dhr- 2. Book of Addressees Instructions - do -
3.AXÎmS>mH$ewëH$Ho${bEbJmEJEQ>¡ŠgH$mkmnZ g^rM`ZJ«oS>CnS>mH$Ka 3. Memo of unpaid postage taxed All Sel. Gr. SOs
1. {dVaU 4.~rQ>AZwXoea{OñQ>a -dhr- 1. Delivery 4. Beat instruction Register - do -
5.nÌS>mH$ewëH$boIm -dhr- 5. Letter Postage Account - do -
6.b¡Q>a~m°Šg{ddaU -dhr- 6. Letter Box Statement - do -
7.\¢«$qH$J_erZm|(E_Eg-10)Ho$bmBg|g- -dhr- 7. Account with the licensees of - do -
YmaH$m|H$mboIm Franking Machines (MS-10)
2. O_m 8.O_mImVm -dhr- 2. Deposit 8. Deposit Account - do -
9.n§OrH¥$VOZ©b g^rCnS>mH$Ka 9. Registered Journal All SOs
10.dr.nr.OZ©b -dhr- 10. V.P. Journal - do -
11.n§OrH¥$Vgma -dhr- 11. Registered Abstract - do -
3. n§OrH$aU 12.drnr_Xm|H$ma{OñQ>a -dhr- 3. Registration 12. Register of VP Articles - do -
13.{dVaUn{M©`m§ -dhr- 13. Delivery Slips - do -
14.gm§p»`H$sa{OñQ>a -dhr- 14. Statistical Register - do -
15.àmáH$Vm©H$sagrX| -dhr- 15. Addressee’s Receipts - do -
16.nmg©bOZ©b -dhr- 16. Parcel Journal - do -
17.drnrOZ©b -dhr- 17. VP Journal - do -
18.nmg©bgmaEd§nmg©bgy{M`m§ -dhr- 18. Parcel Abstract & Parcel Lists - do -
4. nmg©b 19.àmádrnr_Xm|H$ma{OñQ>a -dhr- 4. Parcel 19. Registers of VP Articles Received - do -
20.{dVaUn{M©`m§ -dhr- 20. Delivery Slips - do -
21.gm§p»`H$sa{OñQ>a -dhr- 21. Statistical Register - do -
22.àmáH$Vm©H$sagrX| -dhr- 22. Addressee’s Receipts - do -
23.^maVr`nmoñQ>bAmS>©am|oH$sñQ>m°H$~wH$ -dhr- 23. Stock Book of Indian Postal Orders - do -
^maVr`nmoñQ>b 24. ~oMoJEAm¡aAXm{H$`oJ`o^maVr`nmoñQ>b -dhr- 24. Journals of Indian Postal Orders - do -
5. AmS>©a AmS>©am|H$mOZ©b 5. Indian Postal sold and paid
25. AXm{H$`oJ`o{~«{Q>enmoñQ>bAmS>©am|VWm -dhr- Orders 25. Journal of British Postal Orders - do -
AmB[aenmoñQ>bAmS>©am|H$mOZ©b and Irish Postal Orders paid
26._ZrAmS>©aagrXm|H$snwñVH$ -dhr- 26. Book of Money Order Receipts - do -
27.àmá_ZrAmS>©am|H$ma{OñQ>a (Q>mCZS>mH$KaH$moN>mo‹S>H$a) 27. Register of MOs Received (Except Town PO)
28.àmáVma_ZrAmS>©am|H$ma{OñQ>a -dhr- 28. Register of TMO Received - do -
6. _ZrAmS>©a 29.Vma_ZrAmS>©agyMZmnwñVH$ g^rCnS>mH$Ka 6. Money Order 29. TMO Advice Book All SOs
30.Omar{H$`oJ`oVWm^wJVm`oJE_ZrAmS>©am| -dhr- 30. Jounal of MOs Issued & Paid - do -
H$mOZ©bVWmgma and Abstracts

41 41
7. amï´>r`~MVnÌ 31.amîQ´>r`~MVnÌm|H$mñQ>m°H$a{OñQ>a -dhr- 7. NSC 31. Stock Register of NSCs All SOs
32.hñVmjaHo$Z_yZm|H$snwñVH$ -dhr- 32. Specimen Signature Book - do -
33.Eg~ràma§{^H$àm{á`m§ -dhr- 33. SB Preliminary Receipts - do -
34.~MV~¡§H$OZ©bb¡Oa -dhr- 34. Savings bank Journal Ledger - do -
35.AmdVuO_mOZ©b(g^r_yë`dJ©) -dhr- 35. R.D. Journal (All Denomins.) - do -
8. ~MV~¢H$ 36.gmd{YO_mOZ©b(g^r_yë`dJ©) -dhr- 8. Savings 36. T.D. Journal (All Denomins.) - do -
37.bm¢J~wŠg -dhr- Bank 37. Long Books - do -
38.b¡Og© -dhr- 38. Ledgers - do -
39.nhMmZn{M©`m|H$snwñVH$ -dhr- 39. Book of Identity Slips - do -
40.g§M`rgmd{YO_mOZ©b(g^r_yë`dJ©) -dhr- 40. C.T.D. Journal (All Denomins.) - do -
41.CnS>mH$KaX¡{ZH$boIm -dhr- 41. Sub Office Daily Account - do -
9. boIm 42.CnS>mH$Kan{M©`m§ -dhr- 9. Accounts 42. SO Slips - do -
43.S>mH$-{Q>H$Q>eofa{OñQ>a(EgrOr-85) -dhr- 43. Stamp Balance Register (ACG-85) - do -
44.emImS>mH$Kan{M©`m§ Q>mCZCnS>mH$KaH$moN>mo‹S>H$a 44. BO Slips Except Town SOs
10. CnboIm 45.emImS>mH$Kagma -dhr- 10. Sub 45. BO Summary - do -
46.emImS>mH$Kaàm{áBÝS>oŠga{OñQ>a -dhr- Accounts 46. BO Receipt Index Register - do -
47.IOm§MrH$sH¡$e~wH$ -dhr- 47. Treasurer’s Cash Book - do -
48.hm{Oara{OñQ>a g^rCnS>mH$Ka 48. Attendance Register All SOs
49.g^remImAm|H$mgm§p»`H$sa{OñQ>a -dhr- 49. Statistical Register of all Branches - do -
50.ñQ>m°H$H$s_Xm|H$mñQ>m°H$a{OñQ>a -dhr- 50. Stock Register of Articles of Stock - do -
51.Nw>Q>-nwQ>_Xm|H$mñQ>m°H$a{OñQ>a -dhr- 51. Stock Register of Petty Articles - do -
52.\$m_m]H$mñQ>m°H$a{OñQ>a -dhr- 52. Stock Register of Forms - do -
53.XÊS>a{OñQ>a M`ZJ«oS>CnS>mH$Ka 53. Punishment Register Sel. Gr. SOs
54. {H$Q>B§ñnoŠeZ -dhr- 54. Kit Inspection - do -
55. Zm_m§H$Za{OñQ>a -dhr- 55. Register of Nominations - do -
11. gm_mÝ` 56.nmoñQ>_¡ZH$snwñVH$ g^rCnS>mH$Ka 11. General 56. Postmen’s Book All SOs
57.AmXoenwñVH$ -dhr- 57. Order Book - do -
58.^yb-MyH$nwñVH$ -dhr- 58. Error Book - do -
59.hmWm|-hmWagrXnwñVH$ -dhr- 59. Hand to Hand Receipt Book - do -
60. {eH$m`VnwñVH$ -dhr- 60. Complaints Book - do -
61. gyMZmnwñVH$ -dhr- 61. Book of Information - do -
62.g_`mon[a^Îmma{OñQ>a M`ZJ«oS>CnS>mH$Ka 62. Overtime Allowance Register Sel. Gr. SOs
63.JmonZr`[aH$mS>© -dhr- 63. Confidential Records - do -
64.H$m`©K§Q>m|H$mZmo{Q>g g^rCnS>mH$Ka 64. Notice of Hours of Business All SOs

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 AZw~§Y ANNEXURE
H§$ß`yQ>aH$m[aH$mS>© HISTORY SHEET OF COMPUTER
(REFERRED AT QUESTION NO. 84 UNDER SUB HEADING - MAINTENANCE OF RECORDS
àíZg§»`m84Ho$ê$n_|g§X^©hrVCnerf©[aH$mS>m]H$maIaImdHo$A§VJ©V
S>mH$KaH$mZm_ NAME OF THE OFFICE
H§$ß`yQ>aH$màH$maEd§_m°S>b MAKE & MODEL OF COMPUTER
H§$ß`yQ>aH$sbmJV COST OF COMPUTER
ny{V©H$sVmarI DATE OF SUPPLY
g§ñWmnZH$sVmarI DATE OF INSTALLATION
PERIOD OF WARRANTY
dma§Q>rH$sVmarI
AMC, if any
EE_gr,`{XH$moB©h¡
CPU
grnr`y
SERIAL NUMBER
H«$_g§.
PROCESSOR
n«mogoga
HARD DISK CAPACITY
hmS>©{S>ñH$j_Vm
RAM
AmaEE_
FLOPPY DISK DRIVE
ßbmnr{S>ñH$S´>mBd
PORTS
n
mo
Q>
©
DESKTOP OR MINI TOWER
S>oñH$Q>m°nAWdm{_ZrQ>m°da
OPERATING SYSTEM (WIN 98 /
àMmbZ {gñQ>_ ({dZ 98/{dZ 2000/
WIN 2000 / WIN 2003, ETC.)
{dZ2003,Am{X)
DATABASE (SQL 7.0 / 2000)
S>mQ>m~og(EgŠ`yEb7.0/2000)
ANTI-VIRUS
E§Q>r-dm`ag
OTHER INFORMATION, IF ANY
AÝ`gyMZm,`{XH$moB©h¡
MONITOR
_mZrQ>a
SERIAL NUMBER
H«$_g§»`m
MAKE & MODEL
_oH$Ed§_m°S>b
MONOCHROME OR COLOUR
_moZmoH«$mo_AWdma§J KEYBOARD
H$s~moS>© SERIAL NUMBER
H«$_g§»`m MAKE & MODEL
_oH$Ed§_m°S>b
_aå_VEd§à{VñWmnZ,`{XH$moB©h¡: REPAIRS AND REPLACEMENT IF ANY :

H§$ß`yQ>am|H$mñWmZn[adV©Z(S>mBdO©Z),`{XH$moB©h¡: DIVERSION OF COMPUTER IF ANY :

{OgS>mH$Kago {OgS>mH$Ka_| ñWmZn[adV©Z ñWmZn[adV©Z Office from Office to Date of Reasons
ñWmZm§V[aV{H$`mOmZmh¡ ñWmZm§V[aV{H$`mOmZmh¡ H$sVmarI Ho$H$maU which diverted which diverted diversion for diversion

43 43
qàQ>a/ñH¡$Za/_moS>o_/`ynrEgAm{XH$m[aH$mS>© HISTORY SHEET OF PRINTER / SCANNER / MODEM / UPS, ETC.
S>mH$KaH$mZm_ NAME OF THE OFFICE
_oH$Ed§_m°S>b MAKE & MODEL
H«$_g§»`m SERIAL NUMBER
bmJV COST
ny{V©H$sVmarI DATE OF SUPPLY
g§ñVmnZH$sVmarI DATE OF INSTALLATION
dma§Q>rH$sVmarI PERIOD OF WARRANTY
EE_gr,`{XH$moBh¡ AMC, if any

{d{ZX}eZ(CXmhaU) SPECIFICATION (example)

PASS BOOK
qàQ>a ñH¡$Za _moS>o_ nmg~wH$qàQ>a `ynrEg PRINTER SCANNER MODEM UPS
PRINTER
S>mQ>_¡{Q´>Šg/B§H$O¡Q>/ ~maH$moS>/ Am§V[aH$/ 24nrAmB©EZ Am°ZbmBZ/ DOTMATRIX / Barcode / Internal / 24 Pin Dot Online /
boOa80/132H$mb_ âbT>Q>~¡S> ~mhar S>m°Q>_¡{Q´>Šg Am°\$bmBZ INKJET / LASER Flat bed External 56 Matrix Offline
9/24nrAmB©EZ àñVmd: 56Ho$~rnrEg 90H$mb_ 1/2/3/5/10 80 / 132 COLUMN Resolution : KBPS 90 Column 1/2/3/5/10
gr nr Eg : 240,300 ñH¡$ZXa: 300grnrEg Ho$drE 9 / 24 PIN Scan rate : 300 CPS KVA
Am{X CPS : 240, 300
ETC.

_aå_VEd§à{VñWmnZ,`{XH$moB©h¡: REPAIRS AND REPLACEMENT IF ANY :

H§$ß`yQ>am|H$mñWmnn[adV©Z(S>mBdO©Z),`{XH$moB©h¡: DIVERSION IF ANY :

{OgS>mH$Kago {OgS>mH$Ka_| ñWmZH$[adÎm©Z ñWmZn[adÎm©Z Office from Office to Date of Reasons
ñWmZm§V[aV{H$`mOmZmh¡ ñWmZm§V[aV{H$`mOmZmh¡ H$sVmarI Ho$H$maU which diverted which diverted diversion for diversion

*Cnamoº$àmo\$m_m©Ho$AZwgmaàË`oH$CnñH$aHo${bEAbJB{Vd¥ÎmV¡`ma{H$EOmZoMm{hEŸ& * Separate History Sheets should be maintained for each equipment as per
the above proforma.

44 44