You are on page 1of 44




1. Verify cash and stamps balance of the office with reference to

1. g^rA§VaUm|H$moXoIH$aS>mH$-{Q>H$Q>~H$m`ma{OñQ>aAm¡aIOm§MrH$samoH$‹S>~hrHo$g§X^©_| respective stamp balance register and treasurers cash book taking
S>mH$KaH$samoH$‹S>>Am¡aS>mH$-{Q>H$Q>~H$m`mH$mogË`m{nVH$a|Ÿ&CnS>mH$KaHo$nmgn‹S>o~H$m`m into account all the transactions. In order to confirm the balances lying
with the SO, compare the balances shown on the last acknowledged
SO slip with that of SO account and see that the balance arrived at
S>mH$KaboImgoH$a|Am¡aXoI|{H$~H$m`mAmng_|{_bVmh¡Ÿ& tallies.

1.1 XoI|{H$amoH$‹S>Ho$~H$m`mgog§~§{YVdmCMag§~§{YV_§OyarXmVmàm{YH$marH$mo^oOoOmVoh¢Am¡a 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
_§OyarHo${bEBZdmCMam|H$mo^oOZoH$m[aH$mS>©aImOmVmh¡Ÿ&`{XHw$N>dmCMaamoH$‹S>~H$m`mH$m vouchers for sanction is on record. The details of such vouchers should
EH$df©goA{YH$Ho${bE{hñgm~Zahoh¢VmoCgVmarIH$m{deofg§X^©X|{OggoamoH$‹S>~H$m`m 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
1.2 XoI|{H$boImgo~mhaaIram{eghrh¡Am¡aBgoboImgo~mhaaIZoHo${bEn`m©ád¡YH$maU balance should be reflected in the IR.

h¢Ÿ&gmWhrCnMmamË_H$Cnm`gwPmE§Vm{H$amoH$‹S>H$m{hgm~Cgr{XZ{H$`mOmgHo$Ÿ& 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
1.3 àmáM¡H$m|Ho$a{OñQ>aH$sOm§MH$a|Am¡aXoI|{H$a{OñQ>aH$mo{ZYm©[aVàmo\$m_m©_o§aImOmVmh¡Am¡a measures, so that the cash can be accounted for on the same day.

M¡H$m|Ho$g§~§Y_|{dbå~ZhthmoVmŸ&{dbå~Ho$_m_bo_|H$maU~VmE§Am¡a{ZarjU[anmoQ>©_| 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
{XZH$sOmZrMm{hEŸ& in the IR. This check should be carried out for four days selected at
random preferably one day in each quarter.
1.4 àm{YH¥$V~H$m`mHo$kmnZH$sOm§MH$a|Am¡aàm{YH¥$V~H$m`mHo$g§emoYZHo${bEH$ma©dmB©H$a|,
1.4 Check the memo of authorised balances and take action for revision of
`{XCnS>mH$KaH$sAmdí`H$VmAm|Ho$AZwgma`hAno{jVhmoŸ& authorised balances, if required as per the requirements of Sub Post
2. CnS>mH$Ka_|àmáemImS>mH$KaX¡{ZH$boImH$sOm§MH$a|Am¡anw{ï>H$a|{H$emImS>mH$Ka_|aIm
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
S>mH$KaboIm_|H$sJB©à{d{ï>`m|go{_bVmh¡Ÿ&Bgrn«H$maH$sOm§MEH${V_mhr_|EH${XZAWm©V Summary. See that total of BO summary tallies with the corresponding entry
`mÑpÀN>H$AmYmanaEH$df©_|Hw$bMma{XZMwZH$aH$sOmZrMm{hEŸ& in the SO A/c. Similar check should be exercised for one day in one quarter
i.e. in all for 4 days in a year selected at random.
1 1
2.1 emImS>mH$KanMu_|H$sJB©à{d{ï>`m|H$sVwbZmemImS>mH$Kagma_|H$sJB©à{d{ï>`m|Ho$g§X^© 2.1 Compare the entries noted in the BO slips w.r.t. entries noted in BO
_|H$a|Am¡aXoI|{H$`{XH$moB©àofU{H$EJEh¢VmodoemImS>mH$KanMu_|g_w{MVñWmZnaH$a Summary and see that the remittances if any made, have been
{XEJEh¢Am¡aamoH$‹S>W¡boH$mdOZ^rZmoQ>H$a{b`mJ`mh¡VWmemImS>mH$KanMuXmoZm|Amoa properly noted in BO slip and the weight of Cash Bag is also noted and
see that the BO slips have been prepared with double sided carbon.
2.2 See that proper funding is made to BO viz whenever there is liability
2.2 XoI|{H$emImS>mH$KaH$mog_w{MVYZ{_bahmh¡AWm©VO~H$^remImS>mH$KaH$sXo`Vmhmo,
with the BO, the SO remits cash with the MO, SB-7 etc., in case the BO
Am¡aemImS>mH$KaHo$nmgamoH$‹S>Zhmo,VmoCnS>mH$KaE_Amo,Eg~r-7Am{XÛmamamoH$‹S>>ào{fV has no cash with it.
2.3 See that SPM does not show fake liabilities with BOs and allows cash
2.3 XoI|{H$g~nmoñQ>_mñQ>aemImS>mH$KaH$sPyR>rXo`VmE§ZhtXem©VmAm¡a{~Zm{H$grXo`VmHo$ remittances to BO without any liability.
2.4 Check BO daily account and see that BPMs are not in habit of showing
2.4 emImS>mH$KaHo$X¡{ZH$ImVoH$sOm§MH$a|Am¡aXoI|{H$emImnmoñQ>_mñQ>aH$moPyR>rXo`VmE§{XImZo false liability. For this purpose, Inspecting Authority should verify the
H$sAmXVZhth¡Ÿ&Bgà`moOZHo${bE{ZarjUàm{YH$marH$moMm{hE{H$dhCnS>mH$KaÛmam genuineness of liabilities shown by the BOs is due to non remittance of
amoH$‹S>H$mn«ofUZhmoZoHo$H$maUemImS>mH$KaÛmamXem©B©JB©Xo`VmAm|H$sà_m{UH$VmH$mo cash by SO. If so, a special reference be made in IR for personal
attention of Divisional Head.
{deofg§X^©{X`mOmZmMm{hEŸ& 2.5 See that Register of Index to PRs viz. SB-26, MS-87 (a), NC-4 (a),
SB-28, PLI-2 etc. are maintained properly as per rules.
2.5 XoI|{H$nrAmaH$m{df`gyMra{OñQ>aAWm©VEg~r-26,E_Eg-87(E),EZgr-4(H$),
Eg~r-28,nrEbAmB©-2 Am{X{Z`_mZwgmaaIoOmVoh¡§Ÿ& 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
2.5.1 Om§MH$a|{H$bm¡J~wH$E_Amo1(Eg)EZEggr{ZJ©_ZOZ©bAm{XR>rH$goaIoOmVoh¢Ÿ&{H$gr the respective index register and both copies of receipts are available.
2.6 Check the working of Sub A/C Branch and see that the remittances are
h¡Am¡aagrXH$sXmoZm|à{V`m§CnbãYh¡§Ÿ& enclosed in LC bags and these bags are in good condition and are
2.6 CnboImemImHo$H$m_-H$mOH$sOm§MH$a|Am¡aXoI|{H$àofUm|H$moEbgrW¡bm|Ho$gmWg§b¾H$a provided with locks and rules are being followed strictly at the time of
{X`mJ`mh¡Am¡a`oW¡boAÀN>rhmbV_|h¢Ÿ&BZ_|VmbobJoh¢Am¡aàofUm|H$m{d{Z_`H$aVog_` exchanging remittances.
{Z`_m|H$mg»VrgonmbZ{H$`mOmVmh¡Ÿ& 2.7 See that LC Bags are being exchanged with BOs daily account even if
there is no remittance for the BO.
2.7 XoI|{H$EbgrW¡bm|H$memImS>mH$KaHo$gmWà{V{XZ{d{Z_`{H$`mOmVmh¡,MmhoemIm
S>mH$KaHo${bEàofUZhmoŸ& 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
3. 5VmarIm|H$sCnS>mH$KaboImAm¡aCnS>mH$Kan{M©`m|H$sOm§MH$a|Am¡aXoI|{H$boIm{Z`{_V inter alia MO, SB and other liabilities for supply and disposal of funds and
ê$ngo{bImOmVmh¡Am¡a{Z{Y`m|H$sny{V©Am¡a{ZnQ>mZVWmamoH$‹S>Ed§_yë`dmZdñVwAm|H$sgwa{jV safe custody of cash and valuables.
(a) Whether the sum of amounts shown in columns 31 and 34 agrees
(H$) Š`mH$mb_31Am¡a34_|Xem©B©JB©am{e`m§emImS>mH$KagmaHo$H$mb_30_|XrJB© with the sum of entries in column 30 of BO summary (deduct
à{d{ï>`m|go_obImVrh¡(KQ>mE§G$UmË_H$à{d{ï>`m§Am¡aOmoS>|Q´>m§{OQ>) minus entries and add transit)

2 2
(I) CnS>mH$KaboImHo$H$mb_29_|{XEeofH$sVwbZmCnS>mH$KanMugoH$a|Ÿ& (b) Compare the balances in column 29 of SO account with SO slip.

(c) Check credits of PCOs, TRC message revenue, amounts for which
(J) nrgrAmo,Q>rAmagr_¡goOamOñdHo$H«o${S>Q>H$sOm§MH$a|,{OZH$sam{eHo${bEEgrOr-67
receipts from ACG-67 are issued, sale proceeds of MO form etc.
LIC premium collection etc. Ensure that the unused receipts in the
àr{_`_H$sam{eAm{XH$s^rOm§MH$a|Ÿ&gw{ZpíMVH$a|{H$agrX~wH$_|Cn`wº$agrX| receipt books are intact.
4. Examine the stamp balances register and the Treasurers Cash Book
4. S>mH$-{Q>H$Q>~H$m`ma{OñQ>aAm¡aIOm§MrH$samoH$‹S>~hrH$sOm§MH$a|Am¡agw{ZpíMVH$a|{H$ and ensure that there are no suspicious discrepancies.
5. Review the checklist of records and registers as given in the Appendix
5. n[a{eï>_|{XEAZwgma[aH$mS>m],a{OñQ>am|H$sOm§MgyMrH$snwZarjmH$a|Am¡aXoI|{H$doR>rH$go, to see that they are kept correctly, neatly and according to the rules and

g\$mB©goAm¡a{Z`_m|Ed§H$m`©{d{YHo$AZwgmaaIoOmVoh¢Ÿ&{ZarjUHo$Xm¡amZH${_`m|H$moXyaH$a|Am¡a procedures. Please arrange to get any shortcomings removed during

inspection and the staff instructed in the matter.
6. XoI|{H$nÌ-noQ>r{ddaU{ZYm©[aVàê$n_|[aH$mS>©{H$`mJ`mh¡Am¡anÌ-no{Q>`m|go{ZH$mbrJB© 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
naCnm`gwPmE§Ÿ& some deficiency is observed.

6.1 S>mH$H$sàm{á,àofUAm¡agwa{jVA{^ajmHo${bES>rE_EgEbAm¡aì`dñWmH$snwZarjmH$a| 6.1 Review the DMSL and arrangements for the receipt, despatch and safe
Am¡a`{XAno{jVhmo,Vmon[adV©ZHo$g§~§Y_|gwPmdX|Ÿ&XoI|{H$nÌ-no{Q>`m|goàmáS>mH$H$mo custody of mails and suggest changes if required. See that the mails

AJbo{Z`VàofU_|em{_b{H$`mOmVmh¡Am¡a{ZYm©[aVàmo\$m_m©_o§nÌ-noQ>r{ddaUH$mo[aH$mS>© received from LBs are included in the next due despatch and that LB
statement is on record in the prescribed proforma.
6.2 Test check the clearance of Letterbox by posting letters during the
6.2 nÌm|H$moS>mH$_|S>mbH$anÌ-no{Q>`m|goCZH$s{ZH$mgrH$s{ZarjUH$oXm¡amZnarjUOm§MH$a|Ÿ& inspection, note the address of persons of whom test letters have been
CZì`{º$`m|Ho$nVoZmoQ>H$a|{OÝh|narjUnÌS>mboJEh¢Ÿ& addressed.

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© 6.3 Review the beats of LB peons and guide the concerned staff, if any
deficiency is noted.

3 3
7. (i) N>§Q>mB©~hr,N>§Q>mB©AmaoI,N>§Q>mB©ghm`H$H$sH$m`©-àUmbrH$sOm§MH$a|Am¡aXoI|{H$N>§Q>mB© 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
VX²ZwgmanWn«Xe©ZH$a|Ÿ&`h^rXoI|{H$:- accordingly. Also see that
(H$) bo~bHo$~§S>bAm¡aW¡boR>rH$goV¡`ma{H$EOmVoh¢Ÿ& (a) Label bundles and bags are correctly prepared.
(I) Ohm§Amdí`H$h¡dhm§A§VaU{H$EOmVoh¢Am¡aAn`m©áàXÎmAm¡aAXÎmdñVwAm|na (b) That transaction is done where necessary and insufficiently
H$abJm`mOmVmh¡,VWm paid and unpaid articles are taxed, and
(c) That the stamping is distinct.
(J) ñQ>¡pån§Jgwñnï>h¡Ÿ&
(ii) Whether letters received in LB clearance meant for the office it
(ii) Š`mñd`§S>mH$KaHo${bEnÌ-noQ>r{ZH$mgr_|àmánÌ{~Zmaob_obgodmH$m`m©b`Ho$ 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-
8. {ZarjUàm{YH$marH$moH$_goH$_5 {XZ(àË`oH${V_mhr_|H$_goH$_EH${XZ)Bg~mVH$s
erence should be made in IR about the personal check applied by
Om§MH$aZrMm{hE{H$S>mH$g_`goàmá/n«o{fVH$sOmahrh¡Ÿ&Bgg§~§Y_|g~nmoñQ>_mñQ>a SPM on this aspect. If any irregularity is found, the inspecting Authority
ÛmamAnZmEOmZodmboì`{º$JVOm§MCnm`m|Ho$g§~§Y_|{ZarjU[anmoQ>©_|{deofg§X^©XoZm should suggest remedial measures.
Mm{hEŸ&`{XH$moB©A{Z`{_VVmnmB©OmVrh¡Vmo{ZarjUàm{YH$marH$moCnMmamË_H$Cnm` 8.1 This check should be carried out with respect to the special error book
/ time bills etc.
8.1 `oOm§M{deofÌw{Q>nwñVH$/g_`{~bm§oAm{XHo$g§X^©_|H$sOmZrMm{hEŸ& (a) Examine the day bag book and satisfy yourself that the book is
maintained properly as prescribed separately for canvas and Blue
(H$) X¡{ZH$W¡bmnwñVH$H$sOm§MH$a|Am¡aBgg§~§Y_|AnZrg§Vw{ï>H$ab|{H$H¡$ZdmgAm¡aZrbo airmail bags and that closing balance agrees with physical
E`a_ob~¡Jm|Ho${bE{ZYm©[aVAZwgman¥WH$-n¥WH$g_w{MVT>§Jgo~wH$aIrOmVrh¡§Am¡a counting of the bags.

B{VeofVWmW¡bm|H$sdmñV{dH${JZVrAmng_|{_bVrh¡Ÿ& (b) Examine the memo. of authorized bag balance fixed for the office
according to the Due Bag list and see whether the balances fixed
(I) {Z`VW¡bmgyMrHo$AZwgmaS>mH$Kam|Ho${bE{ZYm©[aVàm{YH$¥VW¡bmeofHo$kmnZH$s for the office is according to the due bag list and see whether the
Om§MH$a|Am¡aXoIo§{H$Š`mS>mH$Kam|Ho${bE{ZYm©[aVeofW¡bo{Z`VW¡bmgyMrHo$AZwgma balance have been fixed correctly.
h¡§Am¡aŠ`m~H$m`mH$moghrT>§Jgo{Z`V{H$`mJ`mh¡Ÿ& (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
(J) XoI|{H$Š`mS>mH$KaH$mB{Veof{ZYm©[aVA{YH$V_gr_mHo$A§Xah¡Am¡aBg~mVH$s retaining bags in excess of the maximum.
(d) Examine the linking arrangements made between the DBO and its
(K) S>r~rAmoAm¡aBgHo$`y~rAmoHo$~rMqbH$ì`dñWmH$sOm§MH$a|Am¡agw{Z{íMVH$a|{H$dh UBOs and ensure that these are satisfactory and that the
transmission of surplus bags is kept to the minimum. See that
judicious distribution has been made between surplus and deficit
H$_rdmboS>mH$Kam|Ho$~rMÝ`m`mo{MV{dVaU{H$`mOmVmh¡Ÿ&`h^rXoI|{H$W¡bm|H$s offices. Also see that the recoupment or withdrawal of bags is quick
j{Vny{V©AWdmdm{ngrerK«Ed§g§VmofàXhmoVrh¡Ÿ& and satisfactory.

4 4
(L>) Š`mS>mH$KaH$mà^marX¡{ZH$~wH$_o§à{d{ï>`m|H$sà{V{XZOm§MH$aVmh¡?Š`mdh (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
ZrMo{ZYm©[aVà_mUnÌ{X`mJ`mh¡Am¡a{XdgH$sg_m{ánaW¡bm~H$m`m[anmoQ>© foot of the day bag book and also see that the bag balance report
à{V{XZ^oOrOmVrh¡Ÿ& is sent daily at the close of the day.

(f) Verify the Due bag list and see that these are kept corrected upto
(M) {Z`VW¡bmgyMrH$mogË`m{nVH$a|VWmXoI|{H$BgoAÚVZH$aHo$aImOmVmh¡Am¡a_ob
date and also see that one copy in respect of mail office/section is
H$m`m©b`/goŠeZHo$g§~§Y_|EH$à{VS>r~rAmo/gr~rAmoH$mo^oOrOmVrh¡Ÿ& sent to DBO/CBO.

(N>) XoI|{H$~oH$m_/_aå_V`mo½`W¡bm|H$ma{OñQ>ag_w{MVT>§JgoaImOmVmh¡Ÿ&Cg_|H$sJB© (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
(O) ñd`§H$sg§Vw{ï>H$ab|{H$W¡bm|H$mñQ>mH$Amdí`H$VmnyarH$aZoHo${bEn`m©áh¡Ÿ& requirements.


9. AÜ``ZH$a|{H$Š`m{dVaUm|H$rg§»`m,{dVaUOmarhmoZoHo$K§Q>o,{dVaU_|em{_bS>mH$Am{X 9. Study whether the number of deliveries, the hours of issue of

H$m{ZYm©aUS>mH$H$sàm{áHo$g_`,S>mH$KaÛmamgo{dVñWmZH$sàH¥${VAm¡aOZVmH$sgw{dYmH$moÜ`mZ deliveries, the mails included in the deliveries etc. have been fixed with re-
spect to the hours of receipt of mails, the nature of the locality served by the
_|aIH$a{H$`mJ`mh¡Ÿ&`{Xn[adV©ZAno{jVhmo,VmogwPmdX|Ÿ&Š`m{dVaUg_`nahmoVoh¢Am¡aàmá PO and conveniences of the public. Suggest changes, if any, required. Are
S>mH$nag_w{MV{Q>H$Q>bJrhmoVrh¡Ÿ& the deliveries issued on time and mails received are stamped properly ?

10. Š`mS>m{H$`oH$s~rQ²>gghrT>§Jgo{ZYm©[aVh¡?Š`mS>m{H$`m|H$s~rQ>gyMrCnbãYh¡Am¡aAÚVZ 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-
h¡?Š`m~rQ²>gH$sg§»`m~‹T>mZo/KQ>mZoAWdmZE{dVaUS>mH$KaImobZoH$m_m_bm~ZVmh¡?Š`m crease in the number of Beats or for opening new delivery offices ? Is the
g§ñdrH¥$V{dVaUñQ>m\$n`m©áh¡AWdmBg_|g§emoYZH$sAmdí`H$Vmh¡Ÿ&Hw$N>S>m{H$`m|ÛmamboOmEOmZo 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
11. XoI|{H$nmoñQ>_mH©$~wH$H$maIaImdR>rH$T>§Jgo{H$`mOmVmh¡Am¡anmoñQ>_mH©$gwñnï>h¢VWmH$moB© 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
a{OñQ>aHo$g§X^©_|CnbãYñQ>¡ån/_whaH$sg§»`mH$sOm§MH$a|Ÿ& the SO.

5 5
12. XoI|{H${dVaUH$sS>mH$H$mo{dVaUHo${ZYm©[aVg_`naVËH$mb{dVaUñQ>m\$ÛmamboOm`m 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 /
Zhtbm¡Q>mB©OmVrŸ&`{XA{dV[aV_Xm|H$sg§»`mH$m\$sh¡,VmoCgH$snwZarjmH$a|Am¡ag§~§{YVnrAmaAmB© unjustifiably. The % of undelivered articles is substantial, a review may be
(nr)/S>mH$Amoda{g`aH$mBgàH$maH$sS>mH$Ho$bm¡Q>mZoHo$H$maUm|H$mnVmbJmZoHo${bECn`moJH$a|Ÿ& made and concerned PRI(P)/Mail overseer are utilized for ascertaining
XoI|{H$~rQ>AZwXoea{OñQ>a/ào{f{V`m|H$sAZwXoenwpñVH$mH$mghraI-aImd{H$`mOmVmh¡VWmCg_| reasons for return of such mails. See that the beat instruction register / book

{XEAZwXoem|H$mAZwgaUhmoVmh¡Ÿ& of addressees instructions are maintained properly and instructions reported

there in are followed.

13. (i) `mÑpÀN>H$AmYmanaXg{XZMwZH$anrAmaAmB©(nr)Am¡aàYmZS>m{H$`oH$rS>m`[a`m|H$s

13. (i) Check the diaries of PRI (P) and Head Postman for ten days se-
Om§MH$a|VWmn[aUm_H$s[anmoQ>©X|VWmXoI|{H$S>m`[a`m§à{V{XZàñVwVH$sOmVrh¢Ÿ& lected at random and report the result and see that the diaries are
submitted daily ?
(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 (ii) See that the services of PRI (P) / Head Postman can be utilized

OmVmh¡Ÿ& for obtaining business of Post Offices like hiring of post boxes/
bags, speed post business, etc.
14. {ZarjUàm{YH$marH$mog§~§{YVñWmZHo${d{eï>ì`{º$`m|go`hOm§MZoHo${bEgånH©$H$aZm
14. The inspecting authority should contact few prominent personalities in
Mm{hE{H${dVaUñQ>m\$H$sAmoagoH$moB©bmnadmhrZhthmoVrh¡Ÿ& the locality to see that there is no dereliction on the part of delivery staff.

15. nrAmaAmB©(nr)/àYmZS>m{H$`m,ghm`H$nmoñQ>_mñQ>a({dVaU)VWmHw$N>{dVaUñQ>m\$Ho$ 15. Have an informal meeting with the PRI/ Head Postman, A.P.M.
gmWAZm¡nMm[aH$~¡R>H$H$a|VWmCZH$sg_ñ`mAm|Ed§{dVaUXjVm_|gwYmabmZoHo$Cnm`m|Am¡agmYZm| (Delivery) and some of the delivery staff and discuss their problems and ways
naMMm©H$a|Ÿ& and means of improving the efficiency of delivery.

16. Examine the Register of Post Boxes, etc. (M-23) and see that on at
16. nmoñQ>~mŠga{OñQ>aAm{X(E_-23)H$sOm§MH$a|Am¡aXoI|{H$nmoñQ>~m°ŠgAm{XH$sdgybrHo$
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
{ddaUH$sà{d{ï>hmoVrh¡Am¡aCZHo$ZdrH$aUH$s{ZJamZrhmoVrh¡Ÿ&Š`mEogo\$_©Am¡aH$m`m©b`h¢{OÝh| this register and are renewals watched ? Are there firms and offices, which
nmoñQ>~m°ŠgboZoHo${bEH$hmOmgH$Vmh¡?CÝh|{bI|VWmnrAmaAmB©H$moBgà`moOZHo${bE^oO|AWdm could be persuaded to take post boxes ? Write to them and send the PRI to
\$moZnagånH©$H$aZoHo${bEH$h|Ÿ& persuade them or speak on phone.

6 6
17. {S>nm{OQ>_|AmB©_Xm|VWmAma.Eb.Amo.H$mo^oOrOmZodmbr_Xm|H$sOm§MH$a|Ÿ&XoI|{H$Š`m 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
g§JV{Z`_m|Ed§AZwXoem|H$mnmbZ{H$`mOmVmh¡Ÿ& followed.


18. (i) n§OrH¥$VAm¡anmg©bgma,S>m{H$`oH$s~wH$,ào{fVrAZwXoenwpñVH$m,ào{fVragrXnwpñVH$m 18. (i) Examine the registered and parcel lists received at random for
Am¡a{dVaUn{M©`m|Ho$gmW-gmW`mÑpÀN>H$AmYmanaAbJ-AbJ_hrZm|_|nm§MVmarIm| 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) `h^rXoI|{H$S>m{H$`oH$moXrJB©nmdVrg{hV_Xm|H$sg§»`mVWmCZHo$ÛmamdmñVd_|
(ii) Also see that number of articles with acknowledgements given to
the postman and the no. of articles actually returned by them are
(iii) XoI|{H$n§OrH¥$VdñVwAm|Ho${dVaUHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mOmVmh¡Am¡a entered in the relevant abstract.

{dVaUHo${bEì`W©{dbå~Zht{H$`mOmVmŸ& (iii) See that prescribed procedure for delivery of registered articles is
followed and these do not suffer under undue delay for delivery.

19. àofUH$sHw$N>|H$sà{d{ï>`mo§H$sBgà`moOZmW©Om§MH$a|{H$BZ_|{bIrJB©am{e 19. Examine the entries on some of the V.P. articles for despatch to see
drnrE_Amo\$m_©VWmnrnrOZ©b_§oH$sJB©à{d{ï>`m|go{_bVrh¡Ÿ& 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
(H$) Mmae{ZdmaMwZH$aXoI|{H$Š`mnmoñQ>_mñQ>aÛmamdrnrOZ©bH$sOm§MHo$níMmVdrnrE_Amo
case of non-receipt of VPMOs after examination of V.P. journals
Ho$àmáZhmoZonadrnrH$m°bOmarH$sJB©WtŸ& by the Postmaster.

(b) Examine the register of V.P. articles received to see that it is

(I) àmádrnr_Xm|Ho$a{OñQ>aH$s`hXoIZoHo${bEOm§MH$a|{H$dhR>rH$go{bIoJEh¡§VWm
written up properly and the particulars and number of articles in
{S>nm{OQ>_|aIr_Xm|H$m{ddaUEd§g§»`mVWmOmardrnr_ZrAmS>©am|H$moà{V{XZZmoQ> deposit are noted daily as well as those of V.P. money orders
{H$`mOmVmh¡Ÿ& issued.

(c) See whether signed receipts, acknowledgements and undelivered

(J) XoI|{H$Š`mhñVmj[aVagrXm|,nmd{V`m|VWmA{dV[aV_Xm|,àofH$m|H$mo^oOoOmZodmbo
articles, cash for remittance to senders were made over properly
amoH$‹S>H$moR>rH$goaImOmVmh¡VWmŠ`m{dbå~ewëH$à^madgyboJEh¢Ÿ& and whether demurrage charges have been recovered.

7 7
20. MmaVmarIm|H$moMwZH$aOm§MH$a|{H$Š`m{dXoernmg©bm|Ho$_m_bo_|gr_m-ewëH$dgybVWm 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
{d{YdVboIm~Õ{H$`mJ`mh¡Am¡a`{Xào{fVrCgH$mnwZ{Z©Ym©aUMmhVmh¡VmoŠ`mg_w{MVà{H«$`mH$m procedure is followed in case addressee wishes reassessment. Please also
nmbZ{H$`mOmVmh¡Ÿ&`h^rgw{ZpíMVH$a|{H$Eogr_X{Ognagr_m-ewëH$bJmh¡,CgoAZwào{fV 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
AbJ-AbJ_hrZm|_|`mÑpÀN>H$AmYmana4VmarIm|H$s{d{Z_`H$m`m©b`(EŠgM|OAm{\$g) random received from the office of exchange and see that customs duty has
been collected properly on the articles delivered under intimation to Account
goàmán§OrH¥$VgyMrH$sOm§MH$a|Am¡aXoI|{H$boImH$m`m©b`H$mogy{MVH$aVohþE{dV[aV_Xm|naC{MV Office. Also see that in case of return or re-direction suitable remarks has
gr_m-ewëH$bJm{X`mJ`mh¡Ÿ&`h^rXoI|{H$dm{ngbm¡Q>mZoAWdmAZwào{fVH$aZoHo$_m_bo_|n§OrH¥$V been made in the registered list.

^mJ-V- _ZrAmS>©a
21. (H$) XoI|{H$Q>rE_AmogyMZmÜ`mZnyd©H$V¡`maH$sOmVrh¡Ÿ&`h^rXoI|{H$Q>rE_AmogyMZm 21. (a) See that TMO advices are prepared carefully. Also see that
advises in TMO advice book run in consecutive series and unused
nwpñVH$mH«$_mZwgmah¡Am¡aAà`wº$R>rH$gobJrh¡Ÿ& advices are intact.
(b) See that after preparing TMO advice, telegraph charges are
(I) XoI|{H$Q>rE_AmogyMZmV¡`mahmoZoHo$níMmVQ>obrJ«m\$à^maH$mn[aH$bZhmoVmh¡Am¡a
calculated and telegraphic advice is got transmitted immediately
Q>obrJ«m{\$H$gyMZmVËH$mbX¡ZpÝXZAmYmananmao{fVH$sOmVrh¡Ÿ& as routine.
(c) See postal confirmation are sent by registered post and receipts
(J) XoI|{H$S>mH$nw{ï>S>mH$go^oOrOmVrh¡Am¡aagrXH$mo{MnH$m`m/[aH$mS>©_|aImOmVmh¡Ÿ&
are pasted / on record.
(K) XoI|{H$OmarQ>rE_AmoHo$g§~§Y_|nmd{V`m§àmáhmoJB©h¢Am¡a[aH$mS>©nah¢VWmnmd{V`m| (d) See that acknowledgements in respect of TMO issued have been
received and on record. In case of non receipt of
acknowledgements, necessary calls are issued to office of
21.1 (H$) XoI|{H$S>mH$nw{ï>Ho$gmW^wJVmZHo${bEàmáQ>obrJ«m{\$H$gyMZm[aH$mS>©H$abrJB©h¡Ÿ&
21.1 (a) See that telegraphic advice received for payment along with postal
(I) XoI|{H$S>mH$nw{ï>Ho$àmáZhmoZonaQ>obrJ«m\$gyMZmnÌOmarhmoJ`mh¡Am¡aghrì`{º$H$mo confirmation are on record.
{_bJ`mh¡Ÿ& (b) See that in case of non-recipt of postal confirmation / telegraph
advice calls have been issued and pursued to its logical end.
(J) XoI|{H$^wJVmZHo${bEàmáQ>rE_AmoH$m{ddaUQ>rE_Amoa{OñQ>a_|{bI{b`mJ`mh¡
(c) See that particulars of TMO received for payment are noted in
Am¡a`h{ZYm©[aVàmo\$m_m©_|h¡Ÿ& register of TMO’s received for payment and it is maintained in the
prescribed proforma.
(K) XoI|{H$Q>rE_AmoH$m^wJVmZerK«H$a{X`mJ`mh¡Ÿ&A§{V_{ZarjUH$s{V{WgoàË`oH$
(d) See that the payment of TMO has been made promptly. Verify
{V_mhr_|EH$Q>rE_AmoHo$^wJVmZH$mogË`m{nVH$a|Ÿ& payment of one TMO in each quarter from date of last inspection.

8 8
22. Mma{V{W`m§MwZH$a^wJVmZHo${bEàmá_ZrAmS>©aa{OñQ>aAm¡a^wJVmZhþE_ZrAmS>©am|H$s 22. On 4 selected dates examine the register of MOs received for
payments with MO paid list, HVMO lists and compilation of MOs paid, etc. to
see that :
(a) The register of MOs received for payment has been maintained
(H$) ^wJVmZHo${bEàmá_ZrAmS>©am|Ho$a{OñQ>aH$mo{ZYm©{aVT>§JgoaImOmVmh¡Ÿ& as prescribed.

(I) ^wJVmZHo${bE_ZrAmS>©aOmarH$aZo,{dVaUñQ>m\$H$moZH$XXoZoAm¡a^wJVmZZhþE (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
Am{XHo$g_w{MV{ZnQ>maoHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mJ`mh¡Ÿ& are properly disposed of.

(J) ZH$XrH$_hmoZoAWdm{H$grAÝ`H$maUgo_ZrAmS>©am|H$moAZmdí`H$ê$ngo{S>nm{OQ>_| (c) MOs are not unnecessarily held up in deposit for want of cash or
for other reasons and that reasons for non-payment are entered
in the register of MOs received for payment and suitable remarks
_|XO©{H$`mOmVmh¡VWm_ZrAmS>©a\$m_©_|S>m{H$`oÛmamCn`wº${Q>ßnUrH$sOmVrh¡Ÿ& given by the Postman on the MO form.

(K) OmobmoJ~‹S>ram{e_|àm`:_ZrAmS>©aàmáH$aVoh§¡,Š`mCZHo$_m_bo_|_ZrAmS>©aH$mM¡H$ (d) Whether payments by cheques or pay order of MOs can be made
AWdm^wJVmZAmXoeÛmam^wJVmZ{H$`mOmgH$Vmh¡Ÿ& in the case of parties who receive frequently large sums of money
by MOs.
(L>) ^wJVmZHo${bEàmáEMdrE_AmoH$sEMdrE_Amogy{M`m|_|{d{YdVà{d{ï>H$aHo$àmá
(e) HVMOs received for payments are received duly entered in the
{H$`mOmVmh¡Ÿ& HVMO lists.

23. Mma{V{W`m§MwZH$a_ZrAmS>©aagrX~wH$VWm_ZrAmS>©a{ZJ©_OZ©bH$sOm§MH$a|{H$_ZrAmS>©a 23. On 4 selected dates check the book of MO receipts and the MO issue
journals to see that the MO receipts are prepared legibly and in the prescribed
manner and the issued MOs are journalised in the issue journal and the
{H$`mOmVmh¡VWmnmoñQ>_mñQ>a{ZYm©[aVOm§MH$aVmh¡Ÿ&XoI|{H$Omo~ëH$_|_ZrAmS>©aH$aVoh¢Š`mCÝh| postmaster exercises the prescribed checks. See if those who book MOs in
M¡H$go^wJVmZH$aZoHo${bEH$hmOmgH$Vmh¡Ÿ& bulk can be persuaded to pay by cheques.

d¥ÕmdñWmn[adman|eZ_ZrAmS>©am|Ho$_m_bo_|,`{XH$moB©h¢,_ZrAmS>©a{ZJ©_ZOZ©bH$s Examine the office copies of MO issue journal in respect of old age
family pension money orders booked, if any, and ensure whether the money
orders were issued on the same day on which they were
{XZdo{_boWoAm¡aCÝh|Š`mCgr{XZào{fVH$a{X`mJ`mWmŸ& tendered and despatched on the same day.

24. Š`m_ZrAmS>©aemImH$sboIm/boImnarjm{ddaUrg_`naO_mH$sOmVrh¡?Š`mAm§H$‹S>m| 24. Are the accounts / audit returns of the MO branch submitted in time ?
Are the statistical registers properly kept up ?

9 9
24(H$). 1. CnS>mH$Ka_|CnbãYAmB©nrAmoH$màYmZS>mH$KaH$mohdmbmXoH$aCZAmB©nrAmoOHo$ 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
2. H$_goH$_Mma{XZHo${bECnS>mH$Ka_|{~Ho$AmB©nrAmoOHo$H«o${S>Q>H$sOm§MH$a|Ÿ& in each quarter)
(àË`oH${V_mhr_|EH$~ma) 3. See if unsold statement of IPOs is being sent to HO by the SO
3. `hXoI|{H$Š`mCnS>mH$KaÛmamàYmZS>mH$KaH$moCZAmB©nrAmoOH$m{ddaU{Z`{_V regularly.

^mJ-VI-~MV~¢H$Am¡aamï´>r`~MVnÌ 25. The Inspecting Authority should see that the SPM/SB Assistant know
25. {ZarjUàm{YH$marH$mo`hXoIZmMm{hE{H$Š`mEgnrE_/Eg~rEO|Q>g^rMmby~MV about all the current savings schemes, and also see that the SPM has
overall control over the counters for their smooth and proper
`moOZmAm|Ho$~mao_|OmZVoh¢?Am¡a`h^rXoIZmMm{hE{H$EgnrE_H$mH$mCÝQ>am|Ho$gwMmê$g§MmbZHo$ functioning and services are rendered promptly to public.
26. Check whether the application for opening of accounts and
26. `hOm§MH$a|{H$Š`mCnS>mH$Ka/_w»`S>mH$Ka_|AmaS>r,E_AmB©EgVWmEZEgEgImVm|_| 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
26(H$). `hXoI|{H$CnS>mH$KaVWmemImS>mH$Kam|_|àË`oH$S>mH$Ka~MV~¢H$ñH$s_Ho${bEZ_yZm schemes are maintained separately in respect of the SO and the BOs in
hñVmjanwñVH|$AbJ-AbJ~ZmH$aaIrJB©h¡§Ÿ&dhImVoOmo~ÝX`mñWmZm§V[aVH$a{XEJEh¢,H$s account. Accounts which have been closed/transferred are properly scored
Cn`wº$ê$ngoN>§Q>mB©H$abrJB©h¡Ÿ&Cgo`h^rXoIZmMm{hE{H$H$moB©Z_yZmhñVmjadm§{N>VZhthmoŸ& 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
27. (i) BgH$sOm§MH$a|{H$boZ-XoZgyMrEd§~MV~¢H${dda{U`m§{ZYm©[aVê$ngoV¡`maH$s
prepared in the prescribed manner.
(ii) Select at random five dates in different months since the last
(ii) {nN>bo{ZarjUgo`mÑpÀN>H$Vm¡ana{d{^Þ_mhH$snm§M{V{W`m|H$mM`ZH$a|VWm`h inspection and check whether the totals of five deposits /
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$Ka withdrawals shown in the long book / journals tally with the amounts
shown in the sub office account (This check should be carried out
Ho$ImVo_|Xem©EJEHw$bgo_obImVmh¡Ÿ&(`hOm§Mg^ràH$maHo$ImVm|Ho${bEH$sOmZr for all types of accounts, viz SB, TD, RD, MIS, PPF, NSS 87, NSS
Mm{hEAWm©VEg~r,Q>rS>r,AmaS>r,E_AmB©Eg,nrnrE\$,EZEgEg-87,EZEgEg- 92 and MSY accounts) and send it to Head Postmaster for
92 VWmE_EgdmB©ImVo)VWmBgog§~§{YVCnS>mH$Kam|Ho$boZ-XoZH$sgyMrHo$g§X^©_| verification with reference to list of transactions (LOTs) of the SOs

10 10
28. Š`m^wJVmZn§Or~MVñH$s_O_mVWm~ëH$boZ-XoZH$sì`dñWmC{MVh¡?`hgw{ZpíMV 28. Are the arrangements for Pay Roll Savings Scheme depositors and
bulk transactions proper ? Make a detailed study of the problems to ensure
H$aZoHo${bE{H$EogoImVm|_|boZ-XoZ_|H$moB©{dbå~Zhthmo,g_ñ`mAm|H$mEH${dñV¥VAÜ``ZH$a|Ÿ& that there is no delay in carrying out transactions in such
29(H$). (i) A{V[aº${d^mJr`CnS>mH$Kam|Ho$_m_bo_|{nN>bo{ZarjUgoOmarH$sJB©àmapå^H$
29 (a).(i) Check the credits of the amounts shown in all the preliminary
agrXm|Eg~r-26_|Xem©B©JB©g^ram{e`m|Ho$H«o${S>Q>H$sOm§MH$s{OEŸ& receipt (SB-26) issued since the last Inspection in case of GDS
Sub Post Offices.
(ii) EMAmoHo$g§X^©_|{nN>bo{ZarjUgoS>mH$KaÛmamCn`moJ{H$EJE~MV~¢H$H$sàma{å^H$
(ii) Verify by reference to the HO the number of SB preliminary
agrXm|Eg~r-26H$mgË`mnZH$a|VWmH$m`m©b`ÛmamOmar{nN>bragrXHo${ddaUH$m receipts (SB-26) used by the office since the last inspection and
^rgË`mnZH$a|Ÿ& also the particulars of the last receipt issued by the office.

(iii) Satisfy yourself that the unused receipts in the book of preliminary
(iii) ñd`§H$mog§Vwï>H$a|{H$àma[å^H$agrXm|H$snwpñVH$m_|(Eg~r-26)Cn`moJZhtH$sJB©
receipts (SB-26) run in consecutive serial order and they are
agrX|H«$_mZwgmah¡§VWmdhAjwÊUh¡§Ÿ& intact.

(iv) If any of the original receipts is spoiled or is not on record duly

(iv) `{XH$moB©_ybà{V{b{nIam~hmoJB©h¡AWdm[aH$m°S>©_|`Wm{d{YaIrZhtJB©h¡Vmo
pasted, ascertain from the office copy the reasons for the same to
H$m`m©b`à{V_|AnZrg§Vw{ï>Ho${bEBgHo$H$maUXoI|Ÿ& your satisfaction.

(I). `hgw{ZpíMVH$aZoHo${bE{H${ZYm©[aVEg~r-28 agrX|O_mH$Vm©Am|H$moEogoàË`oH$_m_bo (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
_|OmarH$sJB©h¢Ohm§nmg~wH$S>mH$Ka_o§aIrJB©h¢,{nN>bo{ZarjUgo4{V{W`m|Ho${bE`mÑpÀN>H$ê$n depositors in each case where pass book is detained in the post office. Verify
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© that the original copies of receipt with the acquittance of
depositor are kept on record. In case of non-availability of any original
Ho$ny§OrHo$gmW[aH$m°S>©naaIrJB©h¢Ÿ&_ybagrXCnbãYZhthmoZona`hXoI|{H$H$maUm|H$mñnï>rH$aU receipts see that reasons are explained to your satisfaction. Satisfy that the
AmnH$sg§Vw{ï>Ho$AZwgmah¡Ÿ&Bg~mVH$sg§Vw{ï>H$a|{H$agrXm|_|Xem©`mJ`meofg§~§{YVImVmHo$Cg balances shown in the receipts agree with that noted in the ledger of the
concerned account and that unused receipts are intact.
30. Verify the stock balance of pass books in the office in respect of all
30. nmg~wH$,~rOH$VWmZ_yZmhñVmjanwñVH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|g^ràH$maHo$~MV types of Saving accounts viz. SB / RD/TD / MIS / PPF etc. w.r.t the stock
register of the pass books, invoices and specimen signature books. Check at
random 2 pass books issued in each month since the last inspection w.r.t
H$a|Ÿ&Z_yZmhñVmjanwpñVH$m,boOa/OZ©bVWmnmg~wH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|{nN>bo{ZarjU specimen signature book, ledger / Journals and the stock registers of pass

11 11
31(H$). O_m_|A{dV[aVnmg~wH$m|Ho$a{OñQ>aH$sOm§MH$a|VWm`hXoI|{H$Cgo{ZYm©[aVê$n 31 (a). Check the register of undelivered pass books in deposit and see
that it is maintained in prescribed manner, that the number shown in the register
tallies with the number of undelivered pass books. See that pass books are
^rXoI|{H$S>mH$Ka_|nmg~wH$H$sàm{áH$s{V{Wgo`o30{XZgoA{YH$ZhtaIrOmVrŸ&Eogo_m_bm|_| not retained in the office for more than thirty days from the date of receipt in
sub office. In such case arrange immediate disposal of such pass books.
(b). Also ensure that the Sub Postmaster maintains the register
(I$). `h^rgw{ZpíMVH$a|{H$CnnmoñQ>_mñQ>aa{OñQ>aEg~r-45 (~rAmoH$mo^oOoJEnmgdmaÝQ>m| SB-45 (Register of passed warrants sent to BOs) properly.
H$ma{OñQ>a)H$maI-aImdH$aVmh¡Ÿ&Cº$a{OñQ>aH$sOm§MH$a|VWm`hXoI|{H$emImS>mH$Kam|H$mo 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
32(H$). Om§MH$ao§{H$Š`màYmZS>mH$Kagodm{f©H$ã`mO{ddaUàmá{H$`mJ`mh¡Ÿ&`{XàmáH$a HOs. If received, check whether the interest for all the accounts have been
{b`mJ`mh¡,VmoOm§MH$a|{H$Š`mCnS>mH$Kam|Ho$g^rImVm|Ho${bEã`mOH$mo~MVImVm|Ho$EZEgEg- posted in SOs ledger of savings accounts, NSS-87/ NSS-92 Accounts.

87/EZEgEg-92 ImVm|_|{bI{X`mJ`mh¡Ÿ&
(b). Check the pass books received for transactions on the days of
inspection, whether interest has been added therein and the balance agrees
(I). {ZarjUHo${XZm|_|boZ-XoZHo${bEàmánmg~wH$m|H$sOm§MH$a|Ÿ&Š`mdhm§ã`mOOmo‹S>>{X`m with the ledger balance ?
(c). If the office is a single handed SO, select at random 15 accounts
standing at the office from the list of accounts in which pass books have not
(J). `{XS>mH$KaEH$bH$_©MmarCnS>mH$Kah¡,VmoCZImVm|_|go{OZ_|ã`mOH$sn«{d{ï>Ho${bE been submitted for entry of interest (received by concerned Inspector posts).
nmg~wH$O_mZhtH$sJB©h¡,15ImVm|H$m`mX¥pÀN>H$ê$ngoM`ZH$a|(g§~§{YVS>mH${ZarjH$Ûmamàmá)Ÿ& Prepare a statement in the following form :

Sl. SB Account DLT Balance as per last
H«$_ Eg~rImVmg§»`m S>rEbQ>r OZ©b/b¡Oa_|Am{Iar No. Number transaction in the
g§»`m boZ-XoZHo$AZwgmaeof journal / ledger

Contact the depositors of each of these 15 accounts personally and

{H$Ýht15ImVm|Ho$O_mH$Vm©Am|goì`{º$JVVm¡anag§nH©$H$a|VWmgË`m{nVH$a|{H$Š`m 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
CnbãYZhth¡VmoBgoAnZr{ZarjUnwpñVH$m_o§ZmoQ>H$a|Ÿ&Eg~r-46 _|EH$ànÌV¡`maH$a| SB-46 and have the same delivered personally at the address of the
VWmCgoì`{º$JVê$ngoO_mH$Vm©Ho$nVonanmoñQ>_mñQ>aH$mog{d©gH$daHo$gmW{dV[aVH$a|Ÿ& depositor along with a service cover addressed to the Postmaster.

12 12
Bgog§~§{YVImVoHo${Q>ßnUrdmboñWmZnaB§{JVH$a|Ÿ&V¡`ma{ddaUH$mogË`mnZHo${bEVWm Indicate this in the remarks column of the list against the account
concered. The statement prepared should be sent to the HO for
gË`mnZHo$n[aUm_m|H$sgyMrXoZoHo${bE[aH$m°S>©Ho$gmWEMAmoH$mo^oOmOmZmMm{hEŸ& verification with records and for intimating the results of verification.

{Q>ßnUr:`{XEg~r-46_|Zmo{Q>gHo$g§~§Y_|H$moB©nVonaCnbãYZhth¡,VmoBgo_ob 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.
33. (i) Are there any TD accounts standing in the office ? Call for 5 pass
33. (i) Š`mS>mH$Ka_o§H$moB©Q>rS>rImVoh¢?nm§M(5)nmg~wH$_§JmE§VWmnmg~wH$Ho$eofH$mo books and check the balances in the pass books with the
OZ©b_o§{XImEJEeofHo$gmW{_bmE§Ÿ&Om§MoJEImVm|H$sEH$gyMr~ZmE§{Og_| balances shown in the journal. Make a list of accounts checked
showing the number/ DLT/ Balance and forward the same to HO
for verification and report.
(ii) In the case of single handed SOs issue notices in form SB-46 in
(ii) EH$bH$_©MmarEgAmoHo$_m_bo_|\$m°_©Eg~r-46_o§eofImVmo§Ho$g§~§Y_|Zmo{Q>gOmar respect of remaining accounts and send the list of such accounts
to the Head offices for taking action.
34 (a). (i) Test check in respect of silent accounts whether service charge
34(H$). (i) {Z{îH«$`ImVm|Ho$g§~§Y_|`hOm§MH$a|{H$Š`mÝ`yZV_eof50é.dmbo{Z{îH«$`ImVm|_| of Rs. 20/- has been deducted from the silent account having

go20é.godmà^maH$mQ>{b`mJ`mh¡VWmImVmYmaH$H$moImVm{\$agog{H«$`H$aZohoVw 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
(ii) Š`mnyar`y{ZQ>Ho${bEàYmZS>mH$Ka_|{Z[îH«$`ImVm|_|gogodmà^maH$mQ>Zogog§~§{YV 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
H$aZohoVwg§ào{fVH$aXrJB©h¢?b¡Oam|_|H$sJB©Hw$N>à{d{ï>`m|H$sOm§MH$s{O`oVWmŠ`m entries made in the ledgers and whether remarks made in the
Z_yZmhñVmja_|H$sJB©{Q>ßnUr_|ImVoH$mo{ZpîH«$`~Vm`mJ`mh¡? specimen signature treating the account as silent.

(iii) Whether Interest-cum-silent accounts statement prepared by

(iii) Eg~rgrAmoÛmamV¡`ma{H$EJEã`mO-gh-{Z[îH«$`ImVm|H$m{ddaUCnS>mH$Ka_|
SBCO has been received in SO on time.
(iv) Whether a separate list of silent accounts prepared by SBCO
(iv) Š`mEg~rgrAmoÛmamV¡`maH$sJB©Ý`yZV_50é.dmbo{Z{îH«$`ImVm|H$sEH$AbJgo with balance of below minimum of Rs. 50/- from the
interest-cum-silent accounts statement has been received in the
gyMrã`mO-gh{ZpîH«$`ImVm|Ho${ddaUgoCnS>mH$Ka_|àmáH$abrJB©h¡? SO ?

13 13
(v) Š`mã`mO-gh-{ZpîH«$`ImVoH$m{ddaUCnnmoñQ>_mñQ>aZoJmS>©\$mBb_|\$moëS>a_| (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
(vi) Š`mCnS>mH$Kam|_|g§~§{YVb¡Oam|_|ã`mOH$sà{d{ï>,ImVm|H$mo{Z{îH«$`_mZZogog§~§{YV silent, service charge levied and closing balance has been made
{Q>ßnUr,bJm`mJ`mgodmà^maVWmA§Veofà{dï>H$a{X`mJ`mh¡Ÿ&gmWhr`h^r in respective ledgers at SOs ? Simultaneously check regarding
Om§MH$a|{H${Z{îH«$`à{d{ï>`m|Ho$ImVm|Ho$g§~§Y_§oZ_yZmhñVmjanwpñVH$m_|^rà{d{ï> accounts having been treated as silent entry has been made in
the Specimen Signature Book.
(vii) Check whether correct procedure has been followed in revival of
(vii) `hOm§MH$a|{H$Š`m{ZpîH«$`ImVm|Ho$nwZ:àdV©Z_|Cn`wº$nÕ{VH$mnmbZ{H$`m silent accounts.
(viii) Check whether for revival of a silent account, the depositor has
(viii) Š`m{ZpîH«$`ImVoH$moXmo~mamMmbyH$aZoHo${bEO_mH$Îmm©Zo{ZH$mgrHo${bEAmdoXZHo$ presented the pass book with application for withdrawal or pay-in-
gmWnmg~wH$`mO_mHoo${bEO_mnMuàñVwVH$sh¡Ÿ&Bg_|XoI|{H$Š`meofam{eÝ`yZV_ 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
(ix) Š`mM`ZJ«oS>S>mH$Kam|Ûmam{ZpîH«$`ImVm|H$moXmo~mamMmbyH$aZoHo${bE{ZYm©[aV revival of silent account by the selection grade Post Offices and to
a{OñQ>a_|à{d{ï>`m§H$sJB©h¢VWmOm§MH$a|{H$Š`mH${WVa{OñQ>aH$m_m{gH$gma check whether monthly extract of the said register has been sent
àYmZS>mH$Kam|Ho$_mÜ`_go{Z`§ÌUJ¡aamoH$‹S>/a{OñQ>a_|Amdí`H$g_m`moOZHo${bE 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
(I).n[anŠdVmgonyd©~§X{H$EJEAmaS>r/E_AmB©EgHo$H$_goH$_5%ImVm|H$s`mÑpÀN>H$ê$ngo accounts to verify whether interest has been correctly calculated and paid to
Om§M`hgË`m{nVH$aZoHo${bEH$a|{H$ã`mOH$sghrJUZmH$abrJB©h¡Am¡aBgoImVmYmaH$m|H$mo the account holder.
35. (a) Check whether nomination registers are maintained in prescribed
manner ?
35. (H$) `hOm§MH$a|{H$Š`mZm_m§H$Za{OñQ>a{ZYm©[aVê$ngo~ZmEOmVoh¢Ÿ&
(b) Test check whether the nomination register maintained in respect
(I) BgH$snarjmOm§MH$a|{H$Š`m{H$gmZ{dH$mgnÌ,amï´>r`~MVnÌBË`m{XHo${bEImVo of various accounts / Schemes w.r.t application for opening of
ImobZo/IarXhoVwAmdoXZnÌm|gog§~§{YV{d{^ÞImVm|/`moOZmAm|Ho$g§X^©_|Zm_m§H$Z accounts / purchase application of KVP, NSC etc. that the
a{OñQ>aCn`wº$ê$ngo~ZmEOmVoh¢VWmZm_m§H$Zg§»`mH$mob¡OaAm¡aAmdoXZ-nÌHo$ 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
n[adV©ZH$aZona{ZYm©[aVewëH$à^m[aVhmoVmh¡Ÿ&(`hOm§MàË`oH$àH$maH$s~MV nomination subsequently. (This check may be carried out in
`moOZmHo$5_m_bm|_|H$sOmgH$Vrh¡) respect of 5 cases of each type of Savings Scheme.)

14 14
36. (i) Check whether the future payable date has been specified on the
36. (i) Om§MH$a|Š`mCÎma{XZm§{H$VM¡H$_|^mdrXo`{V{WH$mo{d{Z{X©ï>{H$`mJ`mh¡?Š`m
PDCs If available at SO for delivery to account holders of Post
S>mH$Ka~MV~¢H$Ho$ImVmYmaH$m|H$mo{dVaUHo${bECnS>mH$Ka_|CnbãYh¡Ÿ& office Savings Bank
(ii) Collect few MIS Pass Books received in the counter during the
(ii) {ZarjUHo$Xm¡amZH$mCÝQ>a_|àmáHw$N>E_AmB©Egnmg~wH$EH${ÌVH$a|VWm`hOm§M
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
(iii) BgH$sOm§MH$a|{H$Š`mSw>ßbrHo$Q>M¡H$OmarH$aZo_|{ZYm©[aVnÕ{VH$mnmbZ{H$`m cheques has been followed.
(iv) Test check whether amount @ Rs. 4/- per unused cheque in case
(iv) `hnarjmOm§MH$ao§{H$Š`mn[anŠdVmgonyd©~§XImVmo§Ho${bE4é.Cn`moJZ{H$`oJE of prematurely closed accounts has been charged correctly and
à{VM¡H$Ho${hgm~goCn`wº$ê$ngoà^m[aV{H$EJEh¡§VWmb¡Oa_|Amdí`H$à{d{ï>`m§ necessary entries made in the ledger.

H$abrJB©h¢? (v) Check the record of PDCs which was received from HO with the
record of PDCs issued to customers in the SOs and whether
(v) _w»`S>mH$KagoàmáCÎma{XZm§{H$VM¡H$m|Ho$[aH$mS>©H$m{_bmZCnS>mH$Ka_|J«mhH$mo§H$mo
corresponding entries have been made in the concerned MIS
37. Examine the register of deceased claims maintained in respect of all
37. g^r~MV`moOZmAm|Ho$g§~§Y_|O¡goEg~r,AmaS>r,Q>rS>r,E_AmB©Eg,nrnrE\$BË`m{XHo$ savings schemes, i.e. SB, RD, TD, MIS, PPF etc. and ensure that they are
_m_bo_|_¥VH$Xmdm|Ho$a{OñQ>aH$sOm§MH$a|Am¡a`hgw{ZpíMVH$a|{H$CÝh|Cn`wº$ê$ngo~ZmH$aaIm maintained properly. Examine at least five SB deceased claim cases to see
OmVmh¡Ÿ&H$_goH$_nm§M~MV~¢H$_¥VH$Xmdm|H$sOm§M`hXoIZoHo${bEH$a|{H$CÝh|Cn`wº$ê$ngoVWm that they have been processed correctly and properly without any undue
{~ZmAZw{MV{db§~Ho$àmogog{H$`mJ`mh¡Ÿ& delay.

38(a). In respect of RD & MIS Accounts, since the last inspection/check,

38(H$). AmaS>rAm¡aE_AmB©EgImVm|Ho$g§~§Y_|`hOm§MH$a|{H$Š`m{nN>bo{ZarjUgoAmaS>r
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
(I). Š`mAmaS>rImVo~ÝXH$aZoHo$g§~§Y_|b¡OaH$mS>m]H$mo~mBÝS>agohQ>m`mOmVmh¡VWm_hrZodma closing RD Accounts and are kept in month wise bundles for the year as a
~ÝS>bHo$ê$n_|nyaodf©Ho${bEaImOmVmh¡Ÿ& whole ?

15 15
39. (i) XoI|{H$S>mH$Ka~MVnÌm|H$sIarXHo${bEAmdoXZH«$_-g§»`m_|aIoJEh¢VWmgwa{jV 39. (i) See that application for purchase of PO certificates are serially
numbered and securely kept in guard files. Check the stock of
unsold certificates by making a reference of certificates available
S>mH$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)
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 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
àmogog{H$`mJ`mh¡Ed§{~ZmH$maU{dbå~Zht{H$`mJ`mh¡Ÿ& undue delay.


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$n (iv) Carry out random check of credits for four dates (one in each
quarter) w.r.t. Register of Franking Machine and SO A/c and see
that the reading of the office franking machine is recorded on the
Ho$AmXoeHo$AZwgma[aH$m°S>©{H$`mJ`mh¡Ÿ& 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
(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$m{_bmZh¡Ÿ& (viii) Check if the seals / pliers are kept under proper custody before
and after office hours and test check some of machines received
(viii) `hOm§MH$a|{H$Š`mgrb/ßbm`aH$m`m©b`K§Q>m|Ho$nhboAm¡a~mX_|Cn`wº$g§ajU_| for setting / resetting and see if the seals of such machines are
aIoOmVoh¡§VWmgoqQ>J/[agoqQ>JHo${bEHw$N>_erZm|H$snarjmOm§MH$a|Am¡a`hXoI|{H$ intact.
Š`mEogr_erZm|H$sgrbAjwÊUh¢? (ix) See if PRI(P) inspects the machines on regular intervals and that
(ix) `hXoI|{H$Š`mnrAmaAmB©(nr)_erZm|H$m{Z`{_VA§Vambna{ZarjUH$aVoh¢VWm prescribed records are maintained properly.

^mJ-VIII-g§`wº$H$m`m©b` 43. See that traffic book is maintained properly and working hours are
43. `hXoI|{H$n[a`mVnwpñVH$mH$moCn`wº$ê$ngo~ZmH$aaImJ`mh¡VWmH$m_Ho$K§Q>oCn`wº$ 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
44. Mma{V{W`m|Ho${bEH$,I,Ed§JS´>mâQ>Ed§{dVaUn{M©`m|H$sOm§M`hXoIZoHo${bEH$a|{H$ that there in no delay and that correct revenue has been realised on ‘A’
H$moB©{dbå~Zhth¡VWm"H$'g§Xoem|_|Cn`wº$amOñdH$sdgybrH$sJB©h¡Ÿ& 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 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.
47. agrXnwpñVH$mAm|Am¡aCnS>mH$KaImVm|Ho$g§~§Y_|àË`oH${V_mhr_|Q>rAmagrH«o${S>Q>H$moMma 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
48. Vman[a`mVgog§~§{YVA{YH$marÛmamemImH$m{nN>br~maH$~{ZarjU{H$`mJ`mWmŸ& Telegraphic Traffic ?


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${ÌV
(i) See that proper arrangements are available for pick up service
and amount so collected on such services is correctly credited.
(ii) `hXoI|{H$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 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
52. `mÑpÀN>H$ê$ngo5{XZm|VH$Om§M-n‹S>VmbH$a|Am¡a`hXoI|{H$ñnrS>nmoñQ>dñVwBgHo$àmáhmoZo of its receipt and see that there are sufficient reasons for SPA
Ho${XZhr{dV[aVH$aXrOmVrh¡Am¡a`hXoI|{H$ñnrS>nmoñQ>dñVwHo$O_m(A{dV[aV)_|ahZoHo$n`m©á remaining in deposit.
53. The inspecting officer should make a list of big users of speed post
services and effect the names of such users in his IR and send the same to
53. {ZarjH$A{YH$marH$moñnrS>nmoñQ>godmAm|Ho$~‹S>oà`moº$mAm|H$sEH$gyMr~ZmZrMm{hEAm¡aEogo
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
54. ñWmZH$sAZwgyMrH$m_moQ>oVm¡anaã`moamV¡`maH$a|oAm¡aBgH$sn‹S>VmbH$a|{H$n`m©áñWmZ there is sufficient accommodation including the future expansion needs as
(ñWmZ)CnbãYh¡Ÿ&Bg_|^{dî`_|{dñVmaH$aZoH$sOê$aVm|H$mÜ`mZaImOmEŸ&AJañWmZn`m©á 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
{H$amEHo$^dZHo$_m_bo_|^yñdm_rgo{_bZoAm¡aCZgoAno{jV_aå_VAm¡an[adY©ZAm{X to carry out the needed repairs and additions, etc. In the case of
H$aZoHo${bE_ZmZoH$mà`mgH$a|Ÿ&{d^mJr`^dZm|Ho$_m_bo_o§AnZo{dÎmr`n«m{YH$maHo$VhVAno{jV 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
_hËdnyU©h¡Ÿ& inspection.

55. H¥$n`m`hXoI|{H$CnbãYñWmZH$mCn`moJH$aZoHo${bEH$m`m©b`Ho$\$ZuMaAm¡aAb_mar, 55. Please see whether the office furniture and almirahs, etc. can be
Am{XH$moà^mdrT>§JgonwZì`©dpñWV{H$`mOmgH$Vmh¡Ÿ&`hXoI|{H$bKwVaAmH$maHo$\$ZuMago^r‹S>- rearranged effectively to utilise the available space. See whether furniture of
smaller size can relieve congestion.

19 19
56. S>mH$KaH$sñdÀN>VmAm¡aaI-aImdVWmg\$mB©H$_©Mm[a`m|Am¡a\$amem|Ûmam{H$EJEH$m`©H$s 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
AnZoXm¡aoHo$Xm¡amZH$m`m©b`H$sgånyU©Vmgogm\$-g\$mB©H$admE§VWmBgoAm¡aA{YH$àñVwË`~ZmE§Ÿ& rest-cum-tiffin room, canteen etc. Get the office thoroughly cleaned up during
your visit and make it even more presentable.
57. Š`m_m¡OyXmì`dñWmE§g§VmofOZH$h¢?AJaZht,Vmob§~rH$Vmam|Am¡aOZ-Agw{dYmAm|H$m
57. Are the existing arrangements satisfactory ? If not, suggest
rearrangements to avoid large queues and public inconveniences.

58. Š`m{eH$m`VAm¡agwPmdnwpñVH$mAmgmZrgoCnbãYh¡?Š`mXO©{eH$m`Vm|/gwPmdm|naH$s 58. Is the Complaints and Suggestions Book easily available ? Is any

OmZodmbrH$moB©H$ma©dmB©b§{~Vh¡? action pending to be taken on the complaints / suggestions recorded ?

59. Have the notices of Hours of Business and other Postal Notices, etc.
59. Š`mH$m`©-g_`Am¡aS>mH$g§~§YrAÝ`{ddaUm|H$sgyMZmE§à_wIVmgoàX{e©VH$sJB©h¡§Am¡aghr
been prominently displayed and show the correct position ? Is any change
dñVwpñW{VXem©ahrh¡§?Š`mgmd©O{ZH$H$m`©-g_`Ho$K§Q>mo§_|\o$a~XbH$aZoH$sAmdí`H$Vmh¡?Š`m called for in the hours for transaction of public business ? Does the SPM take
CnnmoñQ>_mñQ>agmd©O{ZH$hmbHo$aIaImdAm¡agm\$g\$mB©_|é{MboVoh¢? interest in upkeep and cleanliness of the public hall.

60. Do the counter assistants have already with them the postal
60. Š`mH$mC§Q>aghm`H$m|Ho$nmgS>mH$g§~§Yrdog^rOmZH$m[a`m§AÝ`g^rAno{jVg§X^©-nwpñVH$mE§
information which the public generally requires and all other needed
Am¡agmd©O{ZH$Cn`moJHo$ànÌnhbogo_m¡OyXh¢{OZH$sAm_AmX_rH$mogm_mÝ`V`mOê$aVhmoVrh¡? reference books and forms for public use.

61. Š`mOZgmYmaUHo$àíZm|H$mCÎmaXoZo_|H$mC§Q>aghm`H${dZ_«Am¡aVËnah¢?Š`mdoAÝ`Wm 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. Š`mH$moB©àmo\o$eZbb¡Q>aamBQ>ah¡Ÿ&XoI|{H${d^mJÛmam`Wm{ZYm©[aVXam|H$sgyMrH$mCgHo$ 62. If there is any professional letter writer see that his chart of rates as

ÛmamAZwnmbZ{H$`mOmVmh¡Am¡aBgoOZVmHo${bEàX{e©V{H$`mOmVmh¡? fixed by the Deptt. is abided by him & also exhibited to the public.

20 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
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
(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
immediate remedial action. Correct the schedule of forms and sent it to Stores
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
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
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 ?

21 21
(iv) haoH$_erZH$s{nN>bo{ZarjUHo$g_`goS>mCZ-Q>mB_H$mnVmbJmE§Am¡a_aå_VH$aZo (iv) Ascertain the down - time of each machine since the last
_|hþE{db§~,`{XH$moB©hþAmhmo,Ho$H$maUm|H$sOm§M-n‹S>VmbH$a|,Am¡agwYmamË_H$Cnm` inspection and investigate the reasons for delay in repairs, if any,
and suggest remedial measures.
(v) Is adequate number of trained staff both operative and
(v) Š`mhaoH$_erZH$moMbmZoHo${bEàMmbH$Am¡an`©dojH$s`XmoZm|ñQ>m\$n`m©ág§»`m_| supervisory available to operate each machine ?
(vi) Is each machine installed in a suitable place and located at a
(vi) Š`mhaoH$_erZCn`w©º$ñWmZ_|g§ñWm{nVH$sJB©h¡Am¡aàMmbH$Ed§OZVmHo${bEAm¡a place convenient to the operator and the public ?
gw{dYmOZH$ñWmZ_|AdpñWVh§¡& (vii) Are the history sheets of all the machines properly maintained ?
(vii) Š`mg^r_erZm|Ho$B{Vd¥ÎmH$mCn`w©º$VarHo$goaIaImd{H$`mOmVmh¡? (viii) Are details of all the machines in use in the Post Office kept in the
prescribed register and are the entries therein up-to-date.
(viii) Š`mS>mH$Ka_|Cn`moJ_|bmB©Omahrg^r_erZm|Ho$ã`moao{d{hVa{OñQ>a_|aIoOmVoh¢
Cg_|XO©à{d{ï>`m§AÚVZh¡? (ix) Are all the machines used optimally ? If not, what steps could be
taken to promote the use thereof ?
(ix) Š`mg^r_erZm|H$mBï>V_Cn`moJ{H$`mOmVmh¡?AJaZht,VmoCZH$mAm¡aA{YH$
(x) Are performance reports, where prescribed, sent regularly ?
(xi) Are proper records for the grant of incentive, where prescribed
(x) Š`mH$m`©-{ZînmXZ[anmoQ>],Ohm§{d{hVh¢,{Z`{_VVm¡ana^oOrOmVrh¢? being maintained ?
(xi) Š`màmoËgmhZam{eHo$AZwXmZH$mg_w{MV[aH$mS>©,Ohm§{d{hVh¡,aImOmahmh¡? (xii) Would you suggest the use of any other aid ?
(xii) Š`mAmn{H$grAÝ`CnñH$aH$mBñVo_mbH$aZoH$mgwPmdX|Jo? 68. (a) Is the post office offering International Money Transfer Service ?

68. (H$) Š`mS>mH$KaAÝVam©ï´>r`YZA§VaUgodmàXmZH$aahmh¡? (b) Is the Glow Sign Board promptly displayed outside the post office ?
(c) Are the signages displayed inside the Post Office, direct the
(I) Š`mS>mH$KaHo$~mha½bmogmBZHo$~moS>©à_wIVmgoàX{e©V{H$EJEh¢?
customer to the Postmaster ?
(J) Š`mS>mH$KaHo$^rVaàX{e©Vg§Ho$V-{MôZJ«mhH$H$monmoñQ>_mñQ>aHo$H$jH$m{ZXoe (d) Are there at least 3 trained personnel to handle IMTS in the post
CnbãYH$amVoh¢? office ?
(K) Š`mAÝVam©ï´>r`YZA§VaUgodmh¢S>bH$aZoHo${bES>mH$Ka_|H$_goH$_3à{e{jVH$_uh¢? (e) Are “To Receive Money” (TRM) forms available in the Post Office ?
(L>) Š`mS>mH$Ka_|""YZàmáH$aZohoVw''(Q>rAmaE_)ànÌCnbãYh¡§? (f) Is the hardware (Fax Machine in case of Fax based location or
PC, modem, printer in case of PC based location) in working
(M) Š`mhmS>©do`a(\¡$ŠgAmYm[aVbmoHo$eZH$sXem_|\¡$Šg_erZ`mnrgrAmYm[aVbmoHo$eZ condition ?
H$sXem_|nrgr,_moS>o_,qàQ>a)MmbyhmbV_|h¢? (g) Is the IMTS software loaded and working properly in case of PC
(N>) Š`mnrgrAmYm[aVbmoHo$eZH$sXem_|AÝVam©ï´>r`YZA§VaUgodmH$mgmâQ>do`abmoS> based location ?
{H$`mhþAmh¡Am¡aR>rH$T>§JgoH$m_H$aahmh¡? (h) Is the valid identification proof of the receiver properly checked
while making the payment to the customer.
(O) Š`mJ«mhH$H$mo^wJVmZH$aVog_`àmáH$Vm©Ho$d¡YnhMmZà_mUH$sg_w{MVOm§MH$sOmVrh¡?
(Valid Photo Identification Proofs-passport, Election Card, PAN Card,
(d¡Y\$moQ>monhMmZà_mU-nmgnmoQ>©,MwZmdH$mS>©,n¡ZH$mS>©,ameZH$mS>©,S´>mBqdJbmBg|g, Ration Card, Driving Licence, Student’s ID card issued by Government
gaH$marg§ñWmZm|Ûmam{ZJ©V{dÚmWuH$mS>©,gaH$maÛmam{ZJ©VH$moB©AÝ`nhMmZ,S>mH$KaÛmam Institutes, Refugee Card, Any other Government concern issued
{ZJ©Vbmo`ëQ>rH$mS>©) Identification, Loyalty Card issued by Post Office).

22 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.
(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
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& (j) Is the message “WILL CALL MONEY TRANSFER PAID”
generated on the payment Screen and printout is obtained or the
(Äm) Š`m ^wJVmZ ñH«$sZ na g§Xoe “WillcallMoneyTransferpaid”{XIVm h¡ Am¡a
print out of payment History without showing the message is
BgH$mqàQ-AmCQ>àmá{H$`mOmVmh¡`m{~Zmg§XoeXem©EqàQ>AmCQ>^wJVmZB{Vd¥Îmn«má obtained and kept in record before making the payment ?

{H$`mOmVmh¡Am¡a^wJVmZH$aZogonhbo[aH$m°S>©_|aImOmVmh¡Ÿ& (k) Check the details of transactions for 4 days in different months
one day from each month as recorded in the IMTS Register, in the
(Q>) {^Þ-{^Þ_hrZm|_|go4{XZm|Ho${bEàË`oH$_mhHo$EH${XZHo$AÝVaUm|H$mAÝVam©ï´>r`
Post Office and tally them with the list of transactions generated to
ensure that both of them match.
(l) Whether the Sub Office has sent the vouchers of payments made
(R>) Š`mCnS>mH$KaZoàYmZS>mH$KaH$mo{H$EJE^wJVmZm|H$mdmCMa^oO{X`mh¡? to Head Post Office ?

23 23
69. ì`dgm`{dH$mggog§~§{YVàíZmdbr 69. QUESTIONNAIRE ON
1. Om§MH$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.
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> SPEED POST
69.(H$) (i) Š`m100%~wqH$JñnrS>ZoQ>_|H$sOmVrh¡?AJaZht,VmoBgHo$H$maUH$m{díbofU 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.
(ii) Š`mg^rS>mH$dñVwAm|H$s{dVaUpñW{VñnrS>ZoQ>_|XO©H$sOmVrh¡?AJaZht,Vmo If not, analyse the reason and take appropriate action to ensure
BgHo$H$maUH$m{díbofUH$a|Am¡aBgogw{ZpíMVH$aZoZo{bEg_w{MVH$ma©dmB©H$a|Ÿ& the same ?

(iii) Š`mhmS>©do`aZhtCnbãYahZoH$sXem_|ñnrS>ZoQ>_|Am§H$‹S>m|H$sà{d{ï>>H$aZoHo${bE (iii) If hardware is not available whether the delivery data is sent to
the nearest office equipped with Speednet for entering the data
ñnrS>ZoQ>go`wº${ZH$Q>V_S>mH$Ka_|{dVaUAm§H$‹S>|^oOoOmVoh¢? into Speednet.
(iv) BgH$sOm§M-n‹S>VmbH$a|{H$AmCQ>gmo{gªJEO|Q>S>mH$KagoO‹wS>>ohþEh¢?AJahm§,Vmo (iv) Check whether outsourcing agents are attached to the office, If
^wJVmZgog§~§{YVH$mJOmVH$sOm§M-n‹S>>VmbH$a|Am¡a`hXoI|{H$Š`m`h_m¡OyXm so, examine the related papers of payment and to see whether it
is in consonance with existing rules


70. (H$) {~b_obgodmHo${bES>mH$Ka_|H$sJB©ì`dñWmAm|H$sg_rjmH$a|Ÿ& 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
(I) BgH$sOm§MH$a|{H$Š`m{~b_obgodmHo$A§VJ©Vàmá{~bm|H$mo{S>brdaH$aZoHo${bE being sent out for delivery properly.
e-bill POST
71. (a) Whether the Postmaster is aware of the service providers in the
71. (H$) Š`mnmoñQ>_mñQ>ajoÌHo$godmàXmVmAm|goAdJVh¡? area ?

(I) dhm§{H$VZoJ«mhH$h¢Am¡aŠ`màm¡Úmo{JH$s,CnñH$aAm¡a{gñQ>_nyU©V`mMmbyh¢? (b) How many customers are there and whether the technology,
equipment and system is fully operational ?
(J) Š`mñQ>m\$H$moB©-_obHo$àMmbZH$sOmZH$marh¡?
(c) Does the staff know how to operate e-bill ?
(K) Š`màofU-gw{dYmAm|Ho${bEB©-{~bnmoñQ>Ho$Am§H$‹S>>m|Ho$g_oH$ZH$mH$m`©{Z`{_Vê$n (d) Whether data integration of e-bill post for remittance facilities is
go{H$`mOmVmh¡? being done regularly ?

(L>) BgH$sn‹S>>VmbH$a|{H$S>mH$Ka_|àofU-à`moOZm|Ho${bEAm°Z-bmBZAm§H$‹S>mg_oH$Z (e) Check the arrangements the PO has in case on-line data
integration for remittance purposes is not activated or when it
g{H«$`ZhmoZoH$sXem_|H$m`m©b`_|Š`mì`dñWmH$sJB©h¡,AW~mO~`h~«oH$S>mCZ breaks down, what are the office arrangements. Whether
hmoVrh¡VmoB©-{~bHo$VhVàofUgw{dYmHo${bES>mH$Ka_|Š`mH$m`m©b`ì`dñWm/ contingency arrangements are available in the P.O. for remittance
AmH$pñ_H$ì`dñWmCnbãYh¡? facility under e-bill.

25 25
(M)g{H©$bm|Am¡a{S>drOZm|ÛmamAno{jV[anmoQ>©^oOZoHo${bE{d{hV[anmoQ>©Ed§{Z`§ÌUV§ÌH$r (f) Check the report and control mechanism prescribed for reports
on e-bill post for Circles and divisions.
(g) Review e-bill post collection and payments made/remittance sent
(N>)haoH$J«mhH$Ho$g§X^©_|{^Þ-{^Þ_hrZm|_|H$_goH$_4{V{W`m|Ho${bE{OZ_|gohaoH$ at least for 4 dates in different months one day each quarter in
{V_mhr_|goàË`oH$Ho${bEEH${XZMwZmOmE,B©-{~bnmoñQ>g§J«hUVWmH$sJB© respect of each of the customers.
72. (a) Check the internet facilities available in the PO. What is the present
72. (H$)S>mH$Ka_|CnbãYB§Q>aZoQ>gw{dYmAm|H$sn‹S>VmbH$a|Ÿ&_m¡OyXmì`dñWmŠ`mh¡? arrangements ?

(I)Š`mB§Q>aZoQ>Ho$d¡H$pënH$godmàXmVmAm|H$mBñVo_mb{H$`mOmgH$Vmh¡? (b) Whether alternate internet service providers could be used.

(c) Discuss with staff the connectivity problems in respect of the

(J) B§Q>aZoQ>godmCnbãYhmoZoHo$g§X^©_|H$ZopŠQ>{dQ>rH$sg_ñ`mAm|Am¡a_moS>o_ñnrS>Am{XO¡go
internet service provider & equipment such as modem speed etc.
CnñH$aHo$~mao_|ñQ>m\$Ho$gmW{dMma-{d_e©H$a|Ÿ&BgnaS>mH$KaHo${gñQ>_ES>{_{ZñQ´>oQ>a Have a discussion with the system administrator of the PO on
go~mVH$a|Ÿ&`mÑpÀN>H$ê$ngoMwZoJE{H$ÝhtXg{XZm|_|bm°JH$aZoHo$g_`H$sOm§MH$a§oŸ& this. Check time of log in on any 10 days at random.

(K) Š`mB©-nmoñQ>g§Xoem|Ho$~w{H$§JH$sì`dñWmdhm§h¡? (d) Whether arrangements for booking of e-post messages are there ?

(e) What are the facilities available to customers for booking of e-post
(L>) B©-nmoñQ>g§Xoem|H$s~wqH$JH$aZoHo${bEJ«mhH$m|Ho${bEH$m¡Z-H$m¡Zgrgw{dYmE§CnbãYh¡§?
messages ?
(M)BgH$sOm§MH$a|{H$~wH$B©-nmoñQ>g§Xoeg_`nanmao{fV{H$EJEh¢? (f) Check whether e-post messages booked have been transmitted
on time.
B©-nmoñQ>Ho$ÝÐZhth¡§? (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
B©-_obS>mCZbmoS>H$aZoVWm{S>brdarHo${bE^oOZohoVwB§VOm_{H$EJEh¢Ÿ& twice in a day & arrangements have been made for downloading
the e-mail and sending it for delivery ?
(i) Whether e-post stationery paper & envelops are being used or not ?
(Äm) B©-nmoñQ>ÛmamA{O©VamOñdH$sOm§MH$a|O¡gm{H${gñQ>_ÛmamE_AmB©Eg_|Am¡aS>mH$Ka
(j) Check the revenue earned by e-post as shown by the system in
the MIS and also as reflected in the PO Account.
(Q>) ~wH${H$EJEB©-nmoñQ>Ho$n[a`mVEd§amOñdH$sOm§M-n‹S>VmbH$a|Am¡agwYmabmZoHo${bE (k) Check the traffic & revenue of e-post booked and give
gwPmdX|Ÿ& suggestions for improvement.

26 26
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$sOmVrh¡Ÿ&AJahm§,VmoŠ`m-Š`m (d) Whether pick-up is arranged for the major companies ? If yes,
what are the arrangements made ?
(e) How many franking machines are provided in the office ? Mention
(L>) H$m`m©b`_|{H$VZr\«¢$qH$J_erZ|CnbãYH$amB©JB©h¢Ÿ&_erZm|Ho$_oH$Am¡añnrS>H$mCëboI
make and speed.
(f) Whether all the machines and other equipment provided are in
(M) Š`mCnbãYH$amB©JB©g^r_erZAm¡aAÝ`CnñH$aMmbyhmbV_|h¡§?AJaZht,Vmo working condition ? If not details of break down date of informing
Iam~hmoZoHo$ã`moao,_erZHo$Amny{V©H$Vm©/CÀMVaA{YH$marH$moIam~hmoZoHo$g§~§Y_| the supplier of the machine / higher official about the break down
gyMZmXoZoH$s{V{W~VmB©OmZrMm{hEŸ& should be intimated.
(N>) àofUHo${bEaIoS>mH$-dñVwAm|Ho$\«¢$H$m|naXrJB©VmarIm|H$m`hXoIZoHo${bE_wAm`Zm (g) Check the dates given on the franks of the articles awaiting
H$a|{H$S>mH$-àofU_|H$moB©{db§~ZhthþAmh¡? 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${bE (h) Check at random the weight of the article and see that it has been
\«¢$H${H$`mJ`mh¡Ÿ& franked for the proper value.
(i) Check whether the total credit made for the mail tallies with the
(P) BgH$sOm§MH$a|{H$_obHo${bEH$sJB©Hw$bH«o${S>Q>am{eH$s_mÌmAm¡a^maHo$gmW_obh¡
volume and weight i.e. the credit tallies with postage due and value
of pre-mailing activities done.
(j) Have the payments received for Business Post been credited
(Äm) Š`m{~OZognmoñQ>Ho${bEàmáAXm`{J`m§Cn`wº$erf©_|H«o${S>Q>H$sJB©h¢? under the correct Head ?
(Q>) Š`mdñVwdma{ZYm©[aVl_-_yë`(nrgaoQ>oS>bo~a)H$mR>rH$-R>rH$^wJVmZH$a{X`m (k) Whether the piece rated labour has been paid correctly ?
74. (H$) Š`m~YmB©S>mH$H$s{~H«$shoVwH$moB©AbJH$mC§Q>a/àXe©Za¡H$h¡VWmŠ`mdhm§H$mS>©aIo 74. (a) Is there a separate counter / display racks for sale of Greeting
Post and are the cards displayed there ?
(b) Check the balance stock of Greeting Cards as per the designs.
(I) {S>OmBZHo$AZwgma~YmB©H$mS>m]Ho$eofñQ>m°H$H$sOm§MH$a|Ÿ&

27 27
(J) Š`mñQ>m°H$a{OñQ>aH$mghràH$magoaIaImd{H$`mOmahmh¡VWm{~H«$sH$sagrXEd§ (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
(K) Š`m~YmB©S>mH$erf©Ho$VhV{~H«$sH$sam{eH$moZm_o{H$`mJ`mh¡? Post head ?


75. (H$) _r{S>`mnmoñQ>Ho$VhV{d{^Þlo{U`m|_o§Am¡gVì`dgm`Š`mh¡? 75. (a) What is the average business in different categories under
Media Post ?
(I) H$m¡Z-H$m¡ZgrH§$n{Z`m§{Z`{_VAmYmanaH$mamo~maH$aahrh¢?
(b) Which major companies are giving business on regular basis ?
(J) Š`mH$moB©EogmAmS>©ab§{~Vh¡{OgHo$g§~§Y_|^wJVmZnhbohràmáH$a{b`mJ`mh¡? (c) Whether any order is pending against which payment has already
been realised.
76. H¥$n`mXoI|{H$CnpñWVn§{OH$mE§g_w{MVn«H$magohm|,ñQ>m\$Ho$gXñ`g_`Ho$nm~§Xhm|,ghr
76. See that the Attendance Registers are maintained properly and staff
are punctual, properly dressed and particularly that the Sub
H$_©MmarEd§S>m{H$`oJUMwñV-XwéñVZOaAmE§Ÿ&Om§MHo$Xm¡amZEH$Om§M{H$Q>aI|Ÿ&BgHo$AbmdmdXu Postmaster is insistent about the smart turn out of Group ‘D’ officials and
Amny{V©H$sVmarI^rgw{ZpíMVH$a|Ÿ& Postmen, in uniform. Carry out a kit inspection during inspection. Also
ascertain the date of supply of uniform.

77. H$¥n`mñQ>m\$go{_b|Am¡a~mVH$a|: 77. Please meet and talk to the staff :

(i) Š`mCÝh|AnZo{ZOr_m_bm|Ho${ZnQ>mZ_|hþE{db§~Ho$g§~§Y_|H$moB©{eH$m`Vh¡;VWm (i) to see whether they have any grievance regarding the delay in
settlement of personal cases and
(ii) Š`mS>mH$KaCnñH$am|VWmgw{dYmAm|gogwg{‚mVh¢Ÿ&CÝh|OZVmH$sgodmVWmS>mH$KaH$mo
(ii) about office equipment and facilities. Encourage them to come
gwYmaZoH$og§~§Y_|gwPmdXoZoHo${bEn«moËgm{hVH$a|,CÝh|H$moB©Xm{`Ëdgm¢nH$aBgH$m`© out with suggestions for improvement of the office and service to
_|em{_bH$a|Ÿ& 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
78. {H$ÝhtMwqZXmVmarIm|H$mog_`mon[a^Îmog§~§Yra{OñQ>aH$sOm§MH$a|VWmXoI|{H$g_`mon[a
that overtime is commensurate with the actual workload of the day and there
^ÎmmCg{XZHo$dmñV{dH$H$m`©^maHo$AZwê$nhmoZmMm{hEŸ&H$m`m©b`K§Q>m|Ho$Xm¡amZH$m`©Z{H$`oOm is adequate explanation when their work could not be done
gH$ZoH$mn`m©áH$maUhmoZmMm{hEŸ&Ìw{Q>-nwpñVH$mVWmCnpñW{Vn§{OH$mH$s{deofVm¡anaOm§MH$a| during office hours, especially check the error book and attendance register
so as to verify necessity / genuineness for putting the staff on OT duty and
Vm{H$ñQ>m\$H$moXoaVH$S>çyQ>rnaamoH$ZoH$sAmdí`H$Vm/dmñV{dH$VmH$sOm§MhmogHo$VWmgm_mÝ` that overtime is not incurred on work of normal nature and outline scope of
àH¥${VHo$H$m`©nag_`mon[a^ÎmoH$sAmdí`H$VmZn‹S>>oAm¡a{_Vì`{`VmH$mÜ`mZaImOmEŸ& economy, if any.

28 28
79. H¥$n`mgodmQ>obrJ«m_,a{OñQ´>rH¥$VgodmAm¡a~r_mH¥$VnÌm|H$s~wqH$JEd§àm{áH$s`hXoIZoHo$ 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-
80. (i) AmZodmbonÌm|VWmAÝ`a{OñQ>aH$sOm§MH$a|VWmCZ{eH$m`Va{OñQ>aH$s,BgÑ{ï>go, ter and the public complaints register with the purpose to see that
references are disposed of promptly. Also see that public
Om§MH$a|{H${eH$m`Vm|H$merK«{ZnQ>mZhmogHo$Ÿ&`h^rXoI|{H$OZ{eH$m`Va{OñQ>a complaints register has been maintained separately and complaints
AbJgoaImOmEVWm{eH$m`Vm|H$mVËH$mb{ZnQ>mZhmoŸ& have been attended to promptly.

(ii) See that PA-17(a) is being submitted regularly.

(ii) XoI|{H$nrE-17 (H$){Z`{_VVm¡anaàñVwV{H$`mOmEŸ&
(iii) See that Book of Information is available and indicate all latest
(iii) XoI|{H$gyMZmnwpñVH$mCnbãYhmoVWmCg_|AÚVZgyMZmCnbãYhmoŸ& information in it .

81. {d{^ÞemImAm|H$sH$m`©XemVWm{d{^Þ[aH$m°S>©Ed§a[OñQ>am|H$sOm§MHo$g§~§Y_|Am§V[aH$ 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
H$sAmS>©a~wH$H$sOm§MH$a|Ÿ&H¥$n`mXoI|{H$Im{_`m§,A{Z`{_VVmE§ZmoQ>H$aZoHo${bE{d{^ÞemImAm| registers. See whether the Error Books are kept in various branches to note
_|Ìw{Q>-nwpñVH$maIrOmEVWmCnnmoñQ>_mñQ>aÛmamCZnaH$ma©dmB©H$sOmEŸ& shortcomings, irregularities and due notice is taken of them by the Sub

82. {H$ÝhtMmaMwqZXm{XZm|_|XoI|{H$n|eZ^wJVmZgog§~§{YVg^r_m_bm|_|nrnrAmoH$sà{V`m§
82. On 4 selected days, see that the copies of PPO are available in all
CnbãYhm|VWmCnS>mH$KaImVo_|XrJB©à{d{ï>`m§n|eZ^wJVmZ{dda{UH$m_|XrJB©à{d{ï>`m|go cases of pension payments and that the entries in the SO accounts tally with
{_bVrhm|Ÿ&`h^rOm§MH$a|{H$g^r{dVaUe¡ë\$CnbãYhm|VWmJmS>©\$mBb_|hm|Ÿ& those in the schedule of pension payment. Also check that all the disbursers
halves are available and kept in guard file.


83. (a) Examine and see whether a separate register for Rural PLI
83. (H$) Om§MH$a|Am¡aXoI|{H${ZYm©[aVH$mb_m|Ho$AZwgma,J«m_rUS>mH$OrdZ~r_mboZ-XoZhooVw transactions is maintained separately as per prescribed columns,
EH$AbJa{OñQ>aAbJgoaImhmo,Bga{OñQ>a_|emImS>mH$Kam|_|J«m_rUS>mH$OrdZ transactions of RPLI at Branch Post Offices in account with are
incorporated in this register and that PLI and RPLI transactions
are accounted for separately. (Dte. of PLI letter No.5-18/95-LI
H$mnÌg§»`m5-18/95-EbAmB©,{XZm§H$15.2.96) dtd. 15.2.96)

29 29
(I) àm{á`m|,S>mH$OrdZ~r_ma{OñQ>aVWmCnS>mH$KaImVm|Ho$g§X^©_|A§{V_Om§MH$s (b) Verify atleast two days PLI and RPLI collections in every month
since date of last inspection with reference to receipts, PLI
VmarIgoboH$a_mh_|H$_goH$_Xmo{XZS>mH$OrdZ~r_mAm¡aJ«m_rUS>mH$OrdZ~r_m register and Sub Post Office Account and satisfy that money has
H$sA{O©Vam{eH$sOm§MH$a|VWmgw{ZpíMVH$a|{H$CnnmoñQ>_mñQ>aÛmamCº$am{eH$s been properly accounted for in Govt. accounts by the SPM.
gaH$marImVm|_|g_w{MVàH$magoà{d{ï>hmoŸ& (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
(J) `{XCnS>mH$KaJ««m_rUjoÌ_|hmo,VmoEH$ÌAmanrEbAmB©àr{_`_Ho$g§~§Y_|g{H©$b collected may be listed out and sent to Circle Office through
H$m`m©b`go_§Oyar/Zm_§OyarnÌm|H$sJ¡a-àm{áHo$_m_bm|H$mogyMr~Õ{H$`mOmEVWm Divisional Office for verification.
Om§MhoVw{S>drOZbH$m`m©b`H$s_m\©$Vg{H©$bH$m`m©b`m|H$mo^oOmOmEŸ& (d) See whether proper arrangements has been made for collection
of PLI premiums, staff handling PLI work are well conversant with
(K) H¥$n`mXoI|{H$nrEbAmB©àr{_`_dgybrhoVwg_w{MVì`dñWmH$sJB©h¡,nrEbAmB©go procedure of PLI and essential forms such as application for loan,
g§~§{YVñQ>m\$Ho$gXñ`nrEbAmB©à{H«$`m_|nma§JVh¢VWmG$UhoVwAmdoXZ,Ad{Y maturity and death claims and publicity materials are available in
the Post Office.
(e) Assess the growth of business in the office, see whether there is
(L>) S>mH$Ka_|H$mamo~maH$s~‹T>moÎmarH$mAmH$bZH$a|,XoI|{H$Š`màMmaAm¡a{~H«$sCnam§V any need for improving the after sale service and publicity. Record
godmH$mogwYmaZoH$sAmdí`H$Vmh¡Ÿ&Om§M[anmoQ>©_|AnZogwPmdXO©H$a|VWmCgoAmJo your suitable suggestions in the inspection report and send to the
Divisional Head for further action.
(f) Check the correct policy number, name of the Insurant, amount of
(M) H$¥n`mOm§MH$a|{H$~r_mH¥$Vì`{º$H$mZm_,ghrnm{bgrg§»`m,àr{_`_H$sam{e, premium, month of premium and amount of fine etc. are noted
àr{_`_H$m_mhVWmOw_m©ZoH$sam{eAm{Xa{OñQ>aHo$g§JVH$mb__|A§{H$Vhm|Ÿ& under relevant column in the register.


84. 84.

""H$åß`yQ>am|Ho$Bï>V_à`moJ''Ed§""n¡Ho$Om|Ho$Cn`mo{JVmAm|H$mà`moJ''naàíZmdbr 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
ñWmZnaH$åß`yQ>arH$aUHo$gH$mamË_H$nhbwAm|H$sVa\$AmH${f©VhmoŸ& than looking at vigilance angle only.

~hþCÔoí`r`H$mC§Q>a_erZ|-gw{ZpíMVH$a|{H$- Multi-purpose Counter Machines - Ensure that

 S>rAmoEgAmYm[aVH$åß`yQ>a_oKXyV-2000 VWmqdS>moAmYm[aV{gñQ>åg_oKXyV{_bo{Z`_  The latest version of the software is being used - for DOS based
computers Meghdoot 2000 and for windows based systems Meghdoot
Millenium Point of sale (Stand alone/Network version)
 g^rH$m§CQ>aboZ-XoZ(AmaEb/Amanr/drnrEb/drnrnr/B§g.-Eb/B§g.-nr/Q>rAmagr/  All the counter transactions (RL/RP/VPL/VPP/Ins.L/Ins.P/TRC/MO/PLI/
E_Amo/nrEbAmB©/`ygrAma/ñnrS>nmoñQ>/ñnrS>nmoñQ>nmgnmoQ>©Am{X)H$m`©H$åß`yQ>aÛmam{H$`o UCR/Speed Post/Speed Post Passport etc.) are being done through

30 30
 n`©dojH${eâQ>H$màma§^H$aVmh¡VWmH$m`©Amd§Q>Zñd`§H$aVmh¡Ÿ&  Supervisors begins the shift and does the work allocation himself.

 User code of only regular PAs enabled and other user codes are made
 Supervisor himself takes a printout of consolidated summary of
 n`©dojH$X¡{ZH$boZ-XoZm|Ho$g_o{H$VgmaH$sà{Vñd`§V¡`maH$aVmh¡Ÿ& transactions daily.
 The following reports are being taken daily -
• Transaction reports-user wise
• boZ-XoZ[anmoQ>]-à`moº$mdma
• Transactions reports- Consolidated summary
• boZ-XoZ[anmoQ>]-g_o{H$Vgma
• à`moº$mboIm[anmoQ>© • User account report

• H$m`©-Amd§Q>Z • Work allocation

• E_AmB©Eg-gm§p»`H$s`[anmoQ>©-_m{gH$ • MIS - Statistical report - monthly

• àYmZS>mH$KaH$sYZmXoeBí`yàm{á`m§-_m{gH$ • MO issue returns of HO - monthly

 `{XS>mH$Ka_|EH$goA{YH$E_nrgrE_H$m`©aVh¢VmoBZE_nrgrE_H$moZoQ>dH©$Ho$VhVbmZo  If there is more than one MPCM functioning in the office, explore the
H$sg§^mdZmImoOrOmE§Ÿ& possibility of bringing these MPCMs under network.
 The changes/additions/modifications in Tariff / Limit / Countries / Speed
 àewëH$/gr_m/Xoem|/ñnrS>nmoñQ>eham|/B©nrnrXy[a`m|_|n[adV©Zm|/~‹T>moÎmar/g§emoYZm|H$mo Post Cities / EPP distances are duly incorporated as and when
~XbmdhmoZoH$spñW{V_|emo{YVH$a{b`mOmVmh¡Ÿ& revised.
 The Register of MPCM transactions are maintained up-to-date as shown
in the annexure.
H$_©Mm[a`m|H$mo~XbmOmVmh¡Vm{H$A{YH$goA{YH$H$_©Mm[a`m|H$moH$åß`yQ>ag§MmbZAmgHo$Ÿ&  The staffs are rotated so that more number of officials are exposed to
computer operation.
SMO/ESMO - Ensure that -
 S>mH$ghm`H$m|Ed§n`©dojH$m|Ho$H$m`©-K§Q>m|H$mog_w{MVVarHo$go{ZYm©[aV{H$`mOmVmh¡Vm{H$  The working hours of PA & Supervisor has been fixed properly to
`hgw{ZpíMVhmo{H$goQ>obmBQ>YZmXoem|H$moA{db§~àmáEd§ào{fV{H$`mOmgHo$Ÿ& 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.
VmarIgo4VmarI|MwZ|Ÿ&`hgw{ZpíMVH$aZoHo${bE{H$YZmXoeVËH$mbg§ào{fV{H$`oOmaho Select 4 dates since date of last inspection. Compare the number of
MO issued figures available in the MO issue compilation branch
(including the figures of Sub Offices in account) with the money orders
Am§H$‹S>m|g{hV)H$sg§ào{fVYZmXoem|goVwbZmH$a|Ÿ& transmitted to ensure that money orders are being promptly transmitted.

31 31
 {ZarjUH$sVmarIgonhboEH$_mhHo$^rVa-^rVaMwZrJB©4 VmarIm|Ho$^wJVmZZ{H$EJE  The pairing of money orders are being done promptly by examining the
list of unpaid money orders for 4 days selected within one month
previous from the date of inspection.
 Examine the list of received money orders to ensure that the money
Ho$VhV{H$`mOmahmh¡Ÿ&nmaofU_|{db§~H$spñW{V_|,H¥$n`mXoI|{H$EgE_Amo/B©EgE_Amo orders are being received within the transit norms. In cases of delay in
ñQ>oeZÛmamŠ`mH$ma©dmB©H$sJB©h¡Ÿ&`{XXoeHo${H$grH$moZogoH$moB©{Z`{_V{db§~Ñ{ï>JmoMa transmission, please see as to what action has been taken by the SMO/
hmoVmh¡VmopñW{VH$mogwYmaZoHo${bEg_w{MVH$ma©dmB©H$a|Ÿ& 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.
 g^rYZmXoem|H$mnmaofUgw{ZpíMVH$aZoHo${bE,`{XAmdí`H$hmoVmoamVH$mo^rB©EgE_Amo  The ESMO is kept open during the night also if necessary to enable
H$moIwbmaImOmVmh¡Ÿ& transmission of all the money orders.

 B©EgE_Amo_|H$m`©aVñQ>m\$H$mo~XbmOmVmh¡Vm{H$B©EgE_AmoH$moMbmZoHo${bEA{YH$go  The staff working in ESMO are rotated so that more number of officials

A{YH$H$_©Mm[a`m|H$moH$m`©nahrà{ejU{X`mOmgHo$Ÿ& 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
`mS>mH$KaHo$E_Amo-3 _|em{_b{H$`mOmVmh¡Ÿ& included in the MO - 3 of office.


 `{XCnS>mH$KanyU©V`mH$åß`yQ>arH¥$VgmBQ>h¡Vmogw{ZpíMVH$a|{H$_oKXyVHo$g^r_moS>çyëg  If the SO is total computerization site, ensure that all the modules of

ZoQ>dH©$nah¢VWmdoghràH$magoH$m`©H$aahoh¢Ÿ& Meghdoot component are on network environment and working fine.

 Note the extent to which the different modules have been implemented.
- Point of sale
- {~H«$sH$m{~ÝXw
- Postman
- S>m{H$`m
- Sub accounts
- Cn-boIm
- IOmZm - Treasury

- ñnrS>ZoQ> - Speed Net

32 32
 [anmoQ>m]H$shmS>©à{VbrOmahrh¡VWmCgoghràH$mago\$mBb{H$`mOmahmh¡Ÿ&  Hard copy of the reports are being taken and filed properly.

 S>mQ>mñWmnZghràH$ma{H$`mJ`mh¡VWmOm§M-narjmÛmamCgoghr{H$`mJ`mh¡Ÿ&  The data installation has been done properly and correctly by test
 AmaEb/Amanr/drnrEb/drnrnrBË`m{XHo$g§~§Y_|AmZodmbr{eH$m`V|H$åß`yQ>a_|g§gm{YV  That the inbound complaint enquiries in respect of RL / RP / VPL / VPP
H$sOmahrh¢VWmVXZwgmaOdm~{X`mOmahmh¡Ÿ& etc. are processed in the computer (query) and the reply is being given
g_o{H$Vn¡Ho$OHo$ê$n_|V¡`ma{H$`mJ`mh¡Ÿ&AV:boImH$m`m©b`m|,nrEbAmB©Am{XH$moghr  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
àemgH$Ho$gmWagrXHo$_wÐUHo$~mX{H$grboZXoZH$moH¢$gbH$aZoH$sgw{dYmàXmZH$sJB©h¡Ÿ& correct data to Accounts Offices, PLI etc. The System Administrator,
`hAmdí`H$VmV~CËnÞhmogH$Vrh¡O~H$mC§Q>aŠbH©${~ZmZH$XrO_m{H$`oOëX~mOr_| therefore, is provided with a facility to cancel a transactions after the
agrX|_w{ÐVH$aVmh¡VWmCn^moº$mnyaram{eZhtXoVmŸ&O~^rH$moB©boZXoZaÔhmoVmh¡Vmo receipt is printed. This necessity may arise when the counter clerk prints
{gñQ>_àemgH$H$moagrXEH$ÌH$aZo,CgoH¢$gbH$aZoVWmnmoñQ>_mñQ>aHo$nmgaIrÌw{Q-nwñVH$ 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
H¢$gbboZXoZm|H$mnyamã`moam{X`mOmVmh¡Ÿ&n`©dojH$Ho$nmgCº${XdghoVwH¢$gbboZXoZm|H$s paste it in the Error Book kept with the Postmaster. The day-end report
g_o{H$VgyMrg¥{OVH$aZoH$m^rn«mdYmZh¡Ÿ&nyao{XZH$s[anmoQ>m]Ho$gmWa{OñQ>a_|à{d{ï>`m| generated by the counter operator gives details of the transactions
H$sOm§MH$a|Ÿ& cancelled. There is also provision for the Supervisor to generate a
consolidated list of cancelled transactions for that day. Check the
 `h~hþV_hËdnyU©h¡{H$àË`oH$H$m`m©b`_|EH$Cn`wº$H$_©MmarOmogwJ_VmgoCnbãYhmo,H$mo entries in the register with the day-end reports.
 It is very important that a suitable official who is easily accessible is
gw[ZpíMV{H$`mOmZmMm{h`o{H${gñQ>_n«emgH$Ho$nmgdS>©H$sH$m`m©b`_|{H$grH$mo^r selected as System Administrator in each office. The Postmaster is an
OmZH$marZhmoŸ& ideal choice. But, it must be ensured that the System Administrator
password is not known to anybody else in the office.
H$moVmbmewXmHo${~ZoQ>_|BgàH$magwa{jVH$aZmMm{hEVm{H$Aàm{YH¥$Vì`{º$H$sdhm§na  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
nhw§MZhmogHo$Ÿ& that unauthorized persons can not have access.
 âbm°nrS´>mBdg©H$moAj_H$aZm:ZoQ>dH$m]_|dm`agàdoe~m{YVH$aZoHo${bEn`©dojH$Ûmam  Disabling Floppy Drives : To prevent virus entering the networks the
à`wº$J«mhH$m|Ho${gdm`AÝ`J«mhH$m|Ho$âbm°nrS´>mBdm|H$moAj_H$aXoZmMm{hEŸ&H$¥n`mOm§M floppy drives on the clients except the client used by the Supervisor
H$a|{H$Š`mEogm{H$`mJ`mh¡Ÿ& 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
E§Q>r-dm`agn¡Ho$Ogob¡ghmoZmMm{hEVWmAm°Q>moàmoQ>oŠQ>^rg{H«$`hmoZmMm{hEŸ&H¥$n`mOm§M and auto-protect should also be enabled. Check whether this has been
H$a|{H$Š`m`h{H$`mJ`mh¡Ÿ& done.

33 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.


 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
in the annexure.
 Stock Book is maintained and all the computers, peripherals, printers,
UPS etc. are entered in the stock book.

 Up-to-date list of computers, printers, UPS etc. are available.

 List of operating system supplied by the vendor with machine number
and the license details thereof.

 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.


• 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$ma©dmB©hmoVrh¡Ÿ& • In case any system is out of order take appropriate action to set it to
working condition.
• J¡a-_aå_V`mo½`dñVwAm|H$sgyMr~ZmH$aVWmCZH$m{ZnQ>mZH$aZoHo${bEC{MVH$ma©dmB©H$s
OmVrh¡Ÿ& • Make a list of items unserviceable and take action to dispose off the
• AÚVZdm`ag-amoYH$bJm`mJ`mh¡VWmdm`aggogwajmgw{ZpíMVH$sJB©h¡Ÿ&
• The latest anti-virus has been loaded and protection of data against
• âbm°nr/grS>r_|(E_EgS>rAmoEg,qdS>mo-95,qdS>mo-98,{dZEZQ>r4.0,qdS>mo2000/ 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
• àË`oH$H$åß`yQ>ana,à{Vgámh,ñH¡$Z{S>ñH$/{S>\«¡$J{Zînm{XVH$sOmVrh¡VWmbm°J~wH$_|Cgo
/ CD are available.
• Scan disk, defrag is performed weekly on each computer and the same
• _mh_|EH$~madm`agñH¡$Z{H$`mOmVmh¡VWmH$åß`yQ>aH$sbm°J~wH$_|{ZîH$f©{bIoOmVoh¢Ÿ&
is recorded in the logbook.
• Virus scan can be performed once in a month and the findings recorded
gm_mÝ`: on the logbook of the computer. Auto-protect should always be enabled.

1. H$åß`yQ>aAZwHy$bn[adoe-gw{ZpíMVH$a|{H$-
1. Computer friendly environment - Ensure that -
• CnS>mH$Ka_|H$m`©dmVmdaUH$åß`yQ>am|Ho$AZwHy$bhmoŸ&
• The working atmosphere in SO is congenial for computers.
• Yyba{hVdmVmdaUhmoŸ&
• Dust free environment is provided.
• g^rH$m`©-ñWbm|na{demofVm¡anaV¡`maH$mC§Q>a,H$åß`yQ>aQ>o~b,Hw${g©`m§CnbãYH$amE§&
• Specially designed counters, computer tables, chairs are provided to
all work places.
2. nmgdS>©aIaImd-gw{ZpíMVH$a|{H$-
2. Password Maintenance - Ensure that -
• àË`oH$H$_©Mmar/n`©dojH$H$mog_w{MVà`moº$mH$moS>{X`mJ`mhmoŸ&
• Each official/Supervisor has been assigned appropriate user code.

• Am§d{Q>Và`moº$mH$moS>nhMmZ`mo½`h¡Ÿ& • User code allotted is identifiable.

• Amonr1,Amonr2`mnrE1,nrE2O¡goà`moº$mH$moS>à`wº$Zhthmoahohm|Ÿ& • The user code like OP 1, OP 2, or PA 1, PA 2 are not being used.

• H$_©MmarnmgdS>©H$s_hÎmmgonyarVahAdJVhmoAm¡adhBgoAŠga~XbVmhmoŸ& • The official is fully aware of the importance of password and changes it
• n`©dojH$/nmoñQ>_mñQ>aÛmamà`moº$mH$moS>hoVwEH$a{OñQ>aaImOmEO¡gmn[a{eï>_|Xem©`m
• A register for ‘User Code’ is maintained by Supervisor / Postmaster as
J`mh¡Ÿ& shown in the annexure.

35 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.
• 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¥$V are kept securely to ensure that they do not fall into the hands of
unauthorized persons.
4. Log Book of Computers - Ensure that -
4. H$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
• 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$Ka_|h¡§Ÿ&g§M`nmoñQ>,_oKXyV • Adequate number of officials duly trained as System Administrator are
available in the office. Identify staff to be trained as System Administrator
for Sanchaya Post, Meghdoot Components, Speed Net and SMO.
• H$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.
• 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
the case may be.
• 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.

37 37
9. nwZV¡ZmVr- 9. Redeployment :

• Study the impact of computerization in the SO and excess staff hours

• CnS>mH$Ka_|H$åß`yQ>arH$aUHo$à^mdAm¡aA{O©VA{V[aº$ñQ>m\$K§Q>m|H$mAÜ``ZH$a|Ÿ&Bg
achieved. Examine as to how best the excess staff hours can be
~mVH$sOm§MH$a|{H$ì`dgm`{dH$mgO¡gojoÌm|_|BZA{V[aº$ñQ>m\$K§Q>m|H$m~ohVaCn`moJ utilized in areas like Business Development etc.
• On total computerization of office, see that a fresh Memo of Distribu-
tion of Work has been adopted for optimum use of manpower.
• S>mH$KaHo$g_J«H$åß`yQ>arH$aUhmoZonaXoI|{H$_mZde{º$H$mBï>V_à`moJH$aZoHo${bEH$m`©
Ho$nwZ…{dVaUH$mkmnZAnZm`mOmEŸ& 10. Upgradation / Condemnation :
10. CÞ`Z/{ZamH$aU - • Discuss with the System Administrator regarding upgradation of
computers required, if any. Sum up the advantages and come up with
• {gñQ>_àemgH$Ho$gmWH$åß`yQ>am|Ho$Ano{jVCÞ`ZnaMMm©H$a|Ÿ&BgHo$bm^m|na^r{dMma
proposal for upgradation.
• List out the unserviceable items. Take action to condemn these
• ~oH$m__Xm|H$sgyMrV¡`maH$a|Ÿ&AnZojoÌr`H$m`m©b`Ho$gmWnam_e©H$aHo$BZ_Xm|H$m{ZnQ>mZ articles in consultation with your Regional Office.

11. Meet the staff working on Computers and discuss :
11. H$åß`yQ>am|naH$m_H$aZodmboñQ>m\$go{_b|Am¡aMMm©H$a|-
• The problems faced in computerization.

• H$åß`yQ>arH$aUHo$_mJ©_|AmZodmbrg_ñ`mAm|Ho$g§~§Y_|Ÿ& • Any suggestion they feel advantageous.

• `{XdoHw$N>bm^àXg_PVoh¢VmoCg~mao_|gwPmdŸ& • Explore the possibilities of further improving the performance on

• H$åß`yQ>am|naH$m`©-{ZînmXZ_|Am¡agwYmaH$sg§^mdZmAm|H$moTy>§T>ZmŸ&
12. Optimum use of Computers :
12. H$åß`yQ>am|H$mBï>V_à`moJ-
• Are all the computers optimally used ? Is there any tendency to attach
• Š`mg^rH$åß`yQ>am|H$mBï>V_à`moJhmoVmh¡?Š`mH$åß`yQ>am|H$monyarVahgo{H$gremIm`m the computers to a branch or official for the exclusive use of that branch
H$_©MmarÛmamà`moJH$aZoHo${bE{H$gremIm`mH$_©Mmargogå~ÕH$aZoH$sàd¥{Îmh¡? or official.

• H$åß`yQ>am|H$mBï>V_à`moJH$aZoHo${bEŠ`mZmoS²>gH$moEH$bmoHo$eZ_|ñWm{nV{H$`mOmgH$Vm • 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 ?

• Š`mH$åß`yQ>am|VWmñQ>m\$H$mBï>V_à`moJH$aZoHo${bEñQ>m\$H$sCnpñW{VHo$g_`_|{H$gr • Does the hours of attendance of the staff require any rescheduling with
~XbmdH$sAnojmh¡? a view to optimally use the computers and the staff ?

38 38
13. n¡Ho$Om|H$sCn`mo{JVmAm|H$mnyU©à`moJ- 13. Full use of utilities of the packages :

• By reference to the checklist of utilities offered by different packages.

• {d{^Þn¡Ho$Om|_oCnbãYCn`mo{JVmAm|H$sOm±MgyMrHo$g§X^©_|gË`m{nVH$a|{H$Š`mS>mH$Ka Verify if all the utilities are made use of in the office.
85. amO^mfm{hÝXrH$sàJ{Vg§~§Yr{ZarjUHo${bEàíZmdbr
1. Whether orders are issued in Hindi or English in
1. Š`mAmXoenwpñVH$m_|AmXoe{hÝXrAWdmA§J«oOr_|Omar order book ?
{H$EOmVoh¢? 2. Whether all lettlers received in Hindi are being
replied to in Hindi. If not, the reasons therefoe ?
2. Š`m{hÝXr_|àmánÌm|H$mCÎma{hÝXr_|{X`mOmahmh¡?
3. Whether Targets for originating *A Region B Region C Region
correspondence in Hindi have been
3. Š`m{hÝXr_|_ybê$ngonÌmMmaH$aZoHo$ *H$joÌ IjoÌ JjoÌ achieved. If not, the reasons therefore ?
{ZYm©[aVbú`H$moàmáH$a{b`mJ`mh¡? *A Region : Himachal Pradesh, Haryana, Uttar Pradesh, Madhya Pradesh,
Bihar, Rajasthan, Uttaranchal, Chhatisgarh, Jharkhand, Delhi and Andman
Nicobar Island.
*H$joÌ: {h_mMbàXoe,h[a`mUm,CÎmaàXoe,_Ü`àXoe,{~hma,amOñWmZ,N>ÎmrgJ‹T>,
B Region : Maharashtra Gujarat, Punjab and Chandigarh.
CÎmam§Mb,PmaI§S>,{XëbrAm¡aA§S>_mZ{ZH$mo~maÛrng_yhŸ& C Region : All other states and UTs except those stated in A & B above.
IjoÌ:_hmamîQ´>,JwOamV,n§Om~Am¡aM§S>rJ‹T>Ÿ& 4. The total number of officers / employees Officers Employees
JjoÌ:Cn`w©º$H$Am¡aIjoÌ_|d{U©VamÁ`m|dg§Kem{gVn«Xoem|H$moN>mo‹S>H$aŸ& who do not possess the working
knowledge of Hindi.
4. Hw$b{H$VZoA{YH$m[a`m|/H$_©Mm{a`m|H$mo{hÝXr A{YH$mar H$_©Mmar
Those who have studied Hindi as a subject (upto
H$m** H$m`©gmYH$kmZZhth¡? Matric or Tenth Standard or those who have furnished
**{OÝhm|Zo_¡{Q´>H$`mXgdtVH$EH${df`Ho$ê$n_|{hÝXr declaration saying they possess working knowledge
of Hindi.
5. (a) Whether all Name plates / Notice Boards
H$m`©gmYH$kmZàmáh¡Ÿ& etc. are bilingual ?
5. (H$) Š`mg^r~moS>©/Zm_nÅ>Am{X{Û^mfrê$n_|h¢? (b) Whether all the Name plates and
(I) Š`mH$m`m©b`_|à`wº$hmoZodmbog^rZm_nÅ>Am¡a Rubber stamps used are in
accordance with the rules /
(In rubber stamps letters in Hindi should have a
(a~‹S>H$s_moham|_|{hÝXrHo$AjaA§J«oOrHo$Ajam|go2 point size greater than 2 as compared to the
ßdmB§Q>~‹S>ohmoZoMm{hE)Ÿ& English letters).

39 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.
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.
(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©b -dhr- 10. V.P. Journal - do -
11.n§OrH¥$Vgma -dhr- 11. Registered Abstract - do -
3. n§OrH$aU 12.drnr_Xm|H$ma{OñQ>a -dhr- 3. Registration 12. Register of VP Articles - do -
13.{dVaUn{M©`m§ -dhr- 13. Delivery Slips - do -§p»`H$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$ma{OñQ>a -dhr- 4. Parcel 19. Registers of VP Articles Received - do -
20.{dVaUn{M©`m§ -dhr- 20. Delivery Slips - do -§p»`H$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 -¢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 -{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

42 42
H§$ß`yQ>aH$màH$maEd§_m°S>b MAKE & MODEL OF COMPUTER
AMC, if any
àMmbZ {gñQ>_ ({dZ 98/{dZ 2000/
WIN 2000 / WIN 2003, ETC.)
DATABASE (SQL 7.0 / 2000)
_moZmoH«$mo_AWdma§J KEYBOARD
H«$_g§»`m MAKE & MODEL

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
_oH$Ed§_m°S>b MAKE & MODEL
EE_gr,`{XH$moBh¡ AMC, if any

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

qàQ>a ñH¡$Za _moS>o_ nmg~wH$qàQ>a `ynrEg PRINTER SCANNER MODEM UPS
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


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