WHAT IF THINGS GO WRONG IN

PARCEL DEPARTMENT?
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 Missent Parcel mail articles
• Enter “Article received missent” against the entry
in the Parcel List
• Stamp the article(s)
• Make an Error entry
• Show to the HSA and he will report it in the DR
• Get his signature in the Error book
• Despatch it to the correct destination
(Rule 100 of Vol VII)
Re-use of used up stamps and removal
of stamps
• Make an error entry
• Stamp the article(s)
• Show the article(s) to the HSA/Supervisor to
report it in his DR/Daily Note
• Get his signature in the Error book
• Despatch the parcel articles as usual
(Rule 99/1 of Vol V)
 Articles received excess
• Note the article number with office of posting in the
parcel list
• Correct the total by rounding off the entered total and
write the actual total
• Make an error entry
• Enter the actual number of articles received in the
Parcel Abstract
• Show the article to the HSA/Supervisor
• Get his signature in the error book
• He will report the irregularity by telegraph/fax to the
office at fault for sending revised Parcel List and note
the same in his DR/Daily Note
• Despatch the parcel articles in the usual manner
(Rule 144(f) of Vol V)
 Articles received short
• Note the irregularity in the Parcel List
• Correct the total by rounding off the entered total and
write the actual total
• Make an error entry
• Enter the actual number of articles received in the Parcel
Abstract
• Show the Parcel list to the HSA/Supervisor
• Get his signature in the error book
• He will report the irregularity by telegraph/fax to the office
at fault for sending revised Parcel List and note the same in
his DR/Daily Note
• The bag in which the articles were received, the label, the
cord and seal should be preserved after impressing with
the date stamp and initialed by the HSA
• Despatch the remaining parcel articles in the usual manner
(Rule 144(f) & 193-195 of Vol V)
 Articles received different from the
one entered in the Parcel list
• Note the irregularity in the Parcel List
• Make an error entry
• Enter the of articles received in the Parcel
Abstract
• Show the Parcel list to the HSA/Supervisor
• Get his signature in the error book
• He will report the irregularity by telegraph/fax to
the office at fault for sending revised Parcel List
and note the same in his DR/Daily Note
• Despatch the parcel articles in the usual manner
(Rule 144(f) of Vol V)
 Articles received with signs of damage or
tampering or difference in weight noted
• Note the irregularity in the Parcel List
• Make an error entry
• Enter the number of articles received in the Parcel
Abstract
• Show the article along with the Parcel list to the
HSA/Supervisor
• Get his signature in the error book and preserve the
seal, bag and cord.
• He will report the irregularity by telegraph/fax to the
office at fault and note the same in his DR/Daily Note.
In addition he will send a detailed report to the
SSRM/SRM
• The article will be protected in a pro-bag or pro-
cover sealed with the insured seal
• The weight of the article will be noted on the
article and those of the pro-bag or pro-cover on
the latter
• Despatch the parcel articles included in the pro-
bag or pro-cover in the usual manner by noting
“enclosed in a pro-bag or pro-cover” in the parcel
list
• Bring it to the notice of the HSA/Supervisor
through an error entry
• Stamp the article
• Forward to the correct destination in the usual
manner
(Rule 195 of Vol V)
 Parcel bags received without seal or
received in torn condition
• Bring it to the notice of the HSA
• He will open the bag
• Check the contents of the bag with the entries in the Parcel List
• No discrepancy is noted, an error entry is made and articles disposed in
usual manner
• If any discrepancy like articles received excess/short/different from those
entered in the list an error entry has to be made to that effect and dealt
with accordingly for articles received excess/short/different, different from
those entered in the list
• The bag, label, seal & cord should be stamped with date stamp and initialed
by the HSA must be forwarded to the Record Office to be preserved for
investigation
• The irregularity should be reported to the office of receipt by telegraph/fax
• Detailed report should be submitted to the SSRM/SRM by the HSA in
addition to entry in the DR
(Rule 193-195 of Vol V)
 Registered Parcel articles received
without Parcel List
• Report the irregularity to the HSA/Supervisor
• Make an error entry
• Prepare copy of Parcel list in duplicate with the entries
related to the Parcel articles received in the bag
• File one copy and forward the other to the office of receipt
along with the error entry
• requesting for copy of the parcel list prepared by that office
• HSA will report the matter in his DR and a telegram/fax will
be forwarded to the office of receipt
• The bag, label, seal & cord should be stamped with date
stamp and initialed by the HSA must be forwarded to the
Record Office to be preserved for investigation
(Rule 144, 193-195 of Vol V)
Parcel list received with wrong total or
with out total
• Report the irregularity to the HSA/Supervisor
• Make an error entry
• Check the contents of the parcel bag with the entries in the
parcel list
• Round off the wrong total and/or write the correct total in
the parcel list
• Enter the number of articles received in the Parcel Abstract
• Get the signature of the HSA/Supervisor in the error book
• He will report the irregularity by telegraph/fax to the office
at fault and note the same in his DR/Daily Note.
• Despatch the parcel articles in the usual manner
(Rule 144(e) of Vol V)
 Insured Bag received with signs of
damage or tampering
• Report the irregularity to the HSA/Supervisor
• Make an error entry
• Hand over the bag to the HSA/Supervisor
• He will weigh the bag
• If the weight ascertained differs from the weight
entered in the label, he will deal it as shown in the
irregularity “Insured bag received with difference in
weight”
• If the weight is correct the bag will be opened and
contents will be examined with the entries in the Parcel
list
• If no discrepancy is noted then the articles will be
despatched as usual
• If any discrepancy like articles received
excess/short/different from those entered in the list an
error entry has to be made to that effect and dealt with
accordingly for articles received excess/short/different,
different from those entered in the list
• If the articles bear any signs of damage or tampering or
difference in weight, it has to be dealt with as the
irregularity “Articles received with signs of damage or
tampering”
• A report of the irregularity should be sent by
telegraph/fax to the office at fault
• A detailed report should be sent to the SSRM/SRM in
addition to the entry in the DR
• The bag, label, seal & cord should be stamped with
date stamp and initialed by the HSA must be forwarded
to the Record Office to be preserved for investigation
(Rule 97, 193-195 of Vol V)
 Insured bag received with difference
of weight
• Report the irregularity to the HSA/Supervisor
• Make an error entry
• Hand over the bag to the HSA/Supervisor
• He will weigh the bag
• The ascertained weight will be noted in the Parcel list
• The bag will be opened in the presence of witnesses by
the HSA and contents will be examined with the entries
in the Parcel list
• If no discrepancy is noted then the articles will be
despatched as usual
• If any discrepancy like articles received
excess/short/different from those entered in the list an
error entry has to be made to that effect and dealt with
accordingly for articles received excess/short/different,
different from those entered in the list
• If the articles bear any signs of damage or tampering or
difference in weight, it has to be dealt with as the
irregularity “Articles received with signs of damage or
tampering”
• A report of the irregularity should be sent by
telegraph/fax to the office at fault
• A detailed report should be sent to the SSRM/SRM in
addition to the entry in the DR
• The bag, label, seal & cord should be stamped with
date stamp and initialed by the HSA must be forwarded
to the Record Office to be preserved for investigation
(Rule 97, 193-195 of Vol V)
 Insured bag received without noting
the weight
• Report the irregularity to the HSA/Supervisor
• Make an error entry
• Examine the bag
• If the bag bears any sign of damage or tampering hand
over the bag to the HSA unopened
• He will deal it as an Insured bag received with signs of
damage or tampering
• If the bag is found in good order, weigh the bag in the
presence of the HSA/Supervisor
• Note the weight in the Parcel list
• Open the bag in the presence of the HSA/Supervisor
• Examine the contents with the entries in the parcel list
• If no discrepancy is noted then the articles will be despatched as
usual
• If any discrepancy like articles received excess/short/different
from those entered in the list an error entry has to be made to
that effect and dealt with accordingly for articles received
excess/short/different different from those entered in the list
• If the articles bear any signs of damage or tampering or
difference in weight, it has to be dealt with as the irregularity
“Articles received with signs of damage or tampering”
• A report of the irregularity should be sent by telegraph/fax to the
office at fault
• A detailed report should be sent to the SSRM/SRM in addition to
the entry in the DR
• The bag, label, seal & cord should be stamped with date stamp
and initialed by the HSA must be forwarded to the Record Office
to be preserved for investigation
(Rule 97, 193-195 of Vol V)