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 POSTAL MANUAL VOLUME II (Chapter I to VIII)

Summary and Important Points

Rule Number		Boss Points
1		v The privileges and powers of the Government in respect of Postal and cognate matters are dealt with in the Indian Post Office Act v The Postal Service Board is the apex management body, comprises the Chairman and six Members. The members hold portfolios of Personnel, Operations, Technology, Postal Life Insurance, Banking & DBT and Planning. v The Additional Secretary and Financial Advisor to the Department is a permanent invitee to the Board
2		v 23 Postal Circles + Base Circle v Seventy five percent of the ranks of the Army Postal Service drawn from the Department and the remaining personnel are recruited by the Army.
3		v The Vigilance, International Relations & Finance Adviser reports to Secretary Posts
4		v The Department is divided into three distinct wings, viz, Postal Operations (Includes RMS), Civil Wing and Finance and Accounts for admin Purpose.
5		v New Delhi is the Headquarters
6		v Deleted
7		v 23 Postal Circles + Base Circle v Circles Further in to Region v Regions further in to Divisions
8		v The Administrative and Financial Powers of the Director General Posts, Postal Services Board, Heads of Circles and other Officers General of the Department of Posts are set out in the Postal Manual Vol.III and in the Schedule of Financial Powers of Officers of the Department of Posts.
9		Deleted
10		v PSD are under the control of Head of the Circles v Postal forms are printed mainly at the Government of India Presses v Some forms are arranged to be printed by Heads of Circles locally through private printers v India Security Press, Nasik and The Security Press, Hyderabad v Training Units – 1 RAKNPA, Ghaziabad plus 6 PTCs at Darbhanga, Guwahati, Mysuru, Sahranpur, Madurai and Baroda v Controller of Foreign Mails – Mumbai v Director, Postal Life Insurance, Kolkata
11 – 114		Deleted
115		v Any representation which is not an appeal should be designated as a petition v Should be addressed to the authority competent to pass orders on the subject-matter v Should be submitted through the proper channel
116		v Joint Representation Not allowed v Identical petitions by Different Individuals may be made separately v Petition Must end with Specific Prayer v Must be English
117		v A petition to a higher authority when made against the decision of a next lower authority, must be accompanied by a copy of the order against which it is made, and must be submitted through the officer by whom the order was passe and addressed to the next higher authority
Note for 117		v These instructions are applicable only to those cases which are not governed by the CCS (CCA) Rules, 1965. v Petitions under the CCS (CCA) Rules in disciplinary cases have to be addressed after the appellate authority stage to the Head of the Circle or Member (Personnel), Where Head of Circle is the appellate authority. v Review petition under Rule 29-A of the CCS (CCA) Rules, 1965 to the President should be submitted through proper channel
118 – A		v Any petition sent direct to the DG or to any subordinate authority, instead of through the proper channel, will be filed, no notice of any kind being taken of it v Exception if, an aggrieved official complains that he can get no reply at all to petition submitted in the proper manner v All communications made by Former Employees must be submitted through the HOC or the Administrative Office under whom the persons were last employed
118 – B		v The officer by whom a petition is received for onward transmission should forward(With Documents) it to the authority addressed, v A report giving a full statement of the case is must v A definite recommendation in respect of the prayer or prayers contained therein. v If a petition or any of the documents accompanying or sent with it is in any Indian language, an English translation of the document should be appended
118 – C		v No petition lies to a higher authority except against the order of the next lower authority.
118 – D		v Petition, to a higher authority against the orders of a lower authority are liable to be rejected without investigation if they are submitted more than six months after the date of communication to the petitioner of the order (Original Order) represented against.
118 – E		v HOC or Head of an Administrative Office directly subordinate to the DG may withhold a petition addressed to a higher authority v Can be withheld if it relates to a subject on which the lower authority is competent to pass orders and no previous application for redress has been made to him
119		-
120		The Head of a Circle or any other authority directly subordinate to the Director General is however, may withhold a petition in following cases (a) In the case of a transfer ordered in the interest of service or the refusal of an application for a transfer including exchanges of stations at the expense of the officials concerned. (b) In the case of a candidate for employment in the Department, a learner under training, a temporary or acting official, or a probationer, whom the Head of a Circle or any authority subordinate to him is competent to appoint and who is removed from the Department as having proved himself unfit for permanent employment. (c) In the case of voluntary unconditional resignation of his appointment by an office. (d) In case a petition is illegible or unintelligible, or contains language which, in the opinion of the Head of the Circle or any other authority directly subordinate to the Director General, is disrespectful or improper. (e) In case a previous petition has been disposed of by the Director General and a fresh one is submitted disclosing no new facts or circumstances affording ground for reconsideration of the orders already passed.  (f) In case a petition relates to a subject on which the Head of the Circle or any other authority directly subordinate to the Director General, is competent to pass orders and no previous application for redress has been made to them. (g) In case a petition to the Director General against the order of the Head of a Circle or any other authority directly subordinate to the Director General is not submitted within six months after the date on which the petitioner was informed of the order represented against, and no reasonable cause is shown for the delay (h) In the case of an application— (i) for employment in Government service not made in pursuance of any rule or announcement regarding applications for such employment; or (ii) for exemption from the provisions of any rule or order prescribing the qualifications to be possessed by persons for appointment in the service of Government. (i) In the case of a petition against termination of services under Rule 5 of the Central Civil Services (Temporary Service) Rules, 1965 if it is submitted after the expiry of three months— (i) in a case where notice is given, from the date of notice; (ii) in a case where no notice is given, from the date of termination of service
121		v The Head of a Circle or any other authority directly subordinate to the Director General will forward quarterly to the Director General a list of petitions withheld under rule 120
122		v Petitions to the president may be addressed to Secretary
123		Instructions for the submission of petitions to the President from outsiders v “Petition” includes memorials, letters and applications of the nature of petitions v A petition may be either in type or in print v Every petition and the documents accompanying it, shall, if possible, be in English; if not they shall be accompanied by an English translation. v May be withheld if Improper Language, Non Complied with Instructions, Already Disposed off, Any Final Decision by law, Indirect Interest, More than Six months Elapsed etc v Authority shall inform the petitioner of the withholding and the reasons v Quarterly Statements of Withheld petitions
123 – A		Instruction for the submission, receipt and transmission of petitions addressed to the President in respect of matters arising out of civil employment under the Government of India or the termination of such employment v Points from Rule 123 Mostly apply v Every petition and any document accompanying it shall be in the official language of the Union or any of the regional languages specified in the Eighth Schedule to the Constitution v No petition against Special Pension, Relaxed Rules, temporary Engagement, Contract, Removal of Probationer upon unsatisfactory Probation v Prescribed Authority is mentioned
124 – 126		Deleted
127		v The Head of a Circle should first obtain orders of the Director General when he proposes to institute a civil suit on behalf of the Deptt. or when he receives notice that a suit is to be brought against the Department. v  In very urgent cases, an officer may, on his own responsibility, institute proceedings in anticipation of sanction v The Deptt. of Legal Affairs has also appointed Standing Counsel in the various High Courts and Central Govt. Pleaders, these Counsel may be contacted direct by the Officers of the Department
127 – A		v All Gazetted Officers in the Posts Department who are fully conversant with the facts of the particular cases are the authorised persons by whom Plaints and Written Statements in Suits in any courts of civil jurisdiction by or against the Central Government can be signed and verified in respect of matters concerning the Posts Department. v These officers are also authorised to sign Vakalatnama on behalf of the Central Government
128		v When any employee of the Department is personally sued in any civil court, by parties claiming from him wages or money arising out of transactions in which he is concerned only in his official capacity, and where he acted bona fide on behalf of Government, he should apply for the Government as the party really interested to be brought on the record of the suit as defendant. v When the suit is for damages in respect of an alleged wrongful act of a Government officer, the party aggrieved can only bring the suit against such officer, and he must not ask for the Government to be impleaded as defendants. The plaintiff in such case of wrongful action can only proceed against the party by whose act he has been aggrieved
128 – A		v If any penalty or claim against the Department, it must be debited to the head Establishment – Contingencies v Recovery in case defaulting official is known
128 – B,C,D		-
128 – E		v The requirements of Article 311 of the Constitution in regard to the penalties of dismissal or removal or reduction in rank should be kept in view. Article 311(1) provides that no person who is a member of a civil service of the Union or holds in civil post under the Union shall be dismissed or removed by an authority subordinate to that by which he was appointed.
129		v All cases of highway robbery, theft, criminal breach of trust, cheating by personation and all offences under section 52 of the Post Office Act are cognizable by the police v Cheating (otherwise than by personation), forgery and all offences under the Post Office Act (except those under section 52) and under the Telegraph Act (except such as are punishable with imprisonment for three years or more) are non-cognizable. v Offences under section 20 of the Indian Telegraph Act are non-cognizable
130- 132		-
133		v A criminal prosecution in a non-cognizable case must not be instituted without the previous sanction of the Head of the Circle
134		v When the offender is an officer appointed by the Director-General or higher authority, criminal proceedings against him should in no circumstances be instituted without the sanction of the Director-General
135-136		-
137		v Ordinarily, the latest date which the Magistrate is likely to fix for enquiring into the offence will be 14 days from the institution of the case.
138		v The officer conducting the prosecution should remember that though there may be several cases against the same accused person, he can at one trial be charged with three charges only of the same kind, and three charges can be tried together only if the three offences were committed within a period of 12 months from the first to the last. v Offences are of the same kind when they are punishable with the same amount of punishment under the same section of the Indian Penal Code or any special law
139 – 146		-
147		v The expenses of the prosecution include travelling allowance paid to official witnesses. v Department through Legal Representative/ Prosecutor/ Police officer must request to the court - if any fine is imposed, so much of the fine as is required to make good the loss sustained by the Department and expenses incurred in the prosecution may be made over to the department.
148-150		Deleted and Cancelled
151		v The Government of India cannot guarantee its officers against every loss which they may suffer whilst in Government service and compensation will not necessarily be given to public officers for accident losses of their property.
152		v All persons employed in the Indian Postal Department are exempt from liability to serve as Jurors or Assessors in courts.
153-169		Deleted
170-171		v There are objections to confidential communication between the superior and the medical adviser of a subordinate.
172-173		-
174 – A		v Funeral Expensed must be given and debited to Contingent grant of the office concerned
175		v Deaths must be reported to Appointing officers and DG in case of Gazetted Officers
176		Deleted
177		-
178-180		Cancelled
181-182		v Contagious or repulsive diseases must be reported to immediate superiors
183-190		Deleted
191		v Officials Viz Cashiers, Care takers, SA, Mail Guards, Treasurers Etc are required to give security as fixed from time to time by the Department v BPM – 1,00,000 and ABPM – 1,00,000,Fidelity Bond, Validity 5 Years  (Now no Security Required) v When, security is given in the form of a security deposit of cash in Post Office Savings Bank or of Government Promissory Notes or of Post Office Certificates or in any combination of them, the amount of the security shall be two-third of the amount of security mentioned above, unless otherwise specifically provided.
192		v Exempt from Bond if service above 20 Years v Retired Employees receiving pension v HOC may exempt Any One
193		-
194		v The security given must be in one of the following forms :—                                                                                                         (a) A security deposit of cash in the Post Office Savings Bank. (b) A security deposit of Government promissory notes or Post Office certificates. (c) A personal bond with two sureties
195-199		-
200		v When an officer elects to furnish security by means of a personal bond with two sureties, the bond to be executed must be in the form appropriate to the case; v The sureties must not be in service of the Department of dependent on any departmental employee or near relations of the principal unless they have independent or self acquired property of their own.
200 – A – 202		-
203		v An official, who has once given satisfactory security, will not be called on to give further security when promoted to a higher post.
204		v The security given by sub-postmasters and Postal Asstt. Promoted to be deputy postmasters, assistant postmasters or postmasters, holds good on their promotion.
205-207		-
208		v Forms of Bond 1)      Post office (Government Promissory Notes, POSC or Cash 2)      Personal Security Bond
209 – 211		-
212 – 215		v Sureties Must be examined
216 – 224		v An official, who has given security, is bound to give prompt information if a surety dies, or becomes insolvent, or changes his residence. v  Failure to report the death or insolvency of a surety when it is known to the principal will render the latter liable to suspension and removal from service v Each year in the month of April the officer in whose jurisdiction or under whom, the officials who have furnished personal bonds are working will obtain from them a certificate (Form Sec. 39) to the effect that the sureties are alive and solvent v Each officer under whose custody the bonds are kept will verify every year the existence and solvency of the sureties of at least one bond, if the personal security bonds of officials within his jurisdiction do not exceed 40, or one bond for every 40 such bonds or fraction of that number, if the personal security bonds of officials within his jurisdiction exceed 40. v When a surety withdraws from his surety ship and the principal has ten years’ service or more, an enquiry must be made to ascertain the cause of the withdrawal
225 – 231		-
232 – 246		v Securities and Bonds are kept with Postmaster of Head Post offices along with joint custody of Accountant v Must be kept in tin Box v Form Sec.19 – Register and A.C.G.43 v Officials who have furnished personal bonds with sureties should be encouraged but not compelled to open private savings bank accounts and to deposit small sums from time to time as they can be spared, with a view to replacing the bonds in the manner described in the preceding rule when the necessary amount has been accumulated.
247- 248		Procedure when an official dies, leaves the Department or is promoted to an appointment the incumbent of which is not required to furnish security v The bond will be preserved for a period of 5 years, in case of breach of conditions 30 Years v If the security is in the form of a security deposit in the savings bank, in Government promissory notes or in post office certificates, the return of the deposit will not be authorized by the authority to whom the security is pledged until after the lapse of six months
249		v The security of professional money-lenders should on no account be allowed nor should soldiers be made sureties in security bonds. v It is also not advisable to accept ladies as sureties if any male surety can be obtained, unless the ladies are single or widows
250 – 257		-
258 – 259		v The security furnished by an employee will be liable to forfeiture at the discretion of the Director-General or other officer duly authorized by him in the event of the employee quitting the service without properly accounting for all moneys, stores and valuables in his custody and without satisfactorily adjusting his accounts or without permission or without giving at least three months’ notice v When the whole or the part of the security deposit of an official is to be forfeited the form of security bond must be sent to the Head of the Circle or the Administrative Office
260 - 268		v Deposits of employees that remain unclaimed for three years after their refund becomes admissible (for instance after an employee leaves the Department) are to be credited to Government under the head “Miscellaneous Revenue”. v DG may authorize refund subsequently v Rules also applies to Security deposits by Contractors
269- 269 A		v The officer in charge of an office is personally responsible for all articles of stock and departmental forms supplied to his office. v All Copying Machines/ Typewriting Machines to be examined Monthly v Register of Photo-copier also required to be maintained v No machine can be rejected as worn out or unfit for use until it has been condemned by a Condemnation Committee designated for the purpose
269 - B		v The articles of stock such as plant and machinery, furniture and fixtures are classed “Dead Stock” and consumable and perishable articles come under the term “Stores”. v The form of stock book (S.K.-1) should be used in maintaining the inventories of both dead stock and stores. v  A set of rules showing the general principles for the maintenance of inventories departmental stores is reproduced in Appendix 12 of this Volume
269 – C		v A detailed record of all losses of stock and stores should be maintained and an annual statement submitted to the Audit Office showing all deduction entries (other than issues)
270 – 271		v The officer in charge of an office must daily examine the condition of the locks of the main doors leading into the office and at least once a month that of the locks of the boxes etc v Where the principle of joint custody is observed must be provided with two locks of different patterns v Locks cannot be repaired locally, duplicate key cannot be made v Duplicate keys provided originally must be kept in custody of Divisional Office
272 – 276		v A general stock book (Form S.K.-1) must be kept in every office v Bags should not be entered in the general stock book in the offices which have been authorized by the Head of the Circle to maintain the special form of stock register of bags Form S.K.-1 (a) v A stock register for all varieties of forms should be maintained by all the Post Offices in Form S.K.-1 (b) v Guard book must be indented every three years
277 – 280		v Officers in charge of offices should prepare indents on the Depot, in form SK.-2 or form Genl.-18 v prepared Indents in Duplicate, Emergent Indents are prepared in Tripliacte v First class Postmasters indent need not be countersigned
281		v Every article of stock must be obtained from or through the Depot. v If an article of stock which can be procured locally [as in the case of furniture, e.g., tables, stools, etc., of local manufacture, fragile articles, such as lamps, lanterns, etc., and their appurtenances (chimneys, globes, etc.)] is required for the use of an office, the officer in charge should apply by letter to the next higher authority for sanction to the expenditure if the same is beyond his powers of sanction.
282 – 294		v Invoice of item received is in form SK – 3 v SK – 3 is received in Duplicate v Invoices for articles or stock issued by the Depot to indenting offices will be consecutively numbered in an annual series commencing with No. 1 from the 1st of April in each year v The forecast for two Half Yearly periods -  March and September (Master Schedule) v Margin of Wastage 10 Percent, Maybe increased to 15 Percent by HOC (In case of Public Usage forms) v In case of Official Forms 2 Percent v Separate indents should be prepared for the essential, non-essential, and civil standard forms. The essential and non-essential forms will be supplied to the Post Offices by the Postal Stores Depot/Postal Stock Depot of the Circle.
295 – 308		v Buffer Stock at PSD 25 Percent v The bags, in which forms are received, should at once be returned to the Stock Depot either empty or filled with unserviceable articles, if any. v Invoice of articles returned to the Depot (Form S.K.-3) v Obsolete forms may be sold as scrap, used for making envelopes and if of important nature must be shredded
309 – 324		v Jute Canvas bags, size No. C-III and Blue Air Mail bags, size No. AM-III should be used for closing registered bags and small ‘L’ bags, v Jute Unproofed Canvas Mail Bags must not be used for air transmission v  Blue Air Mail Bags should not be used for surface transmission v Every postmaster or record clerk, as the case may be, should at least once in every quarter v Black and magenta stamping-ink will be supplied by the Stock Depot on indents received v Special scales manufactured on the principle of goldsmith’s scales may be supplied, under the orders of the Head of the Circle to any post office for the purpose of weighing cash
325 – 340		v Every post office will also be supplied with a sign-board marked “Post Office”, v Sign-boards marked “Stamps sold here”, “Savings Bank”. “Money Order”, etc., will be supplied to important post offices
340 – 385		v Stationery Register SK – 8 v Stationery Rate List SK – 9 v Sorting-case labels are printed and supplied by the stores depot (Indent in SK – 12, Monthly) v Hand Bag – Three Years
386		v Under section 17 of the IPO Act (VI of 1898) postage stamps and impressions of stamping machines issued under the authority of the Central Government are “deemed to be stamps issued by Government for the purpose of revenue within the meaning of the Indian Penal Code.” v The expression “postage stamps” therefore, includes the impression of stamping machine authorised to be used in prepayment of postage or other charges on postal articles or telegrams
387		-
388		v The prepayment by means of service stamps of a private letter which is certified by a Government official to be “On India Government Service” or “On Service” is not a criminal offence, but steps should be taken to have the matter dealt with departmentally
389 – 400		v Boss Link 2
401 – 404		v Postage stamps, whether adhesive, embossed, impressed or printed, which have been— (a) defaced, obliterated, or marked (e.g., impressed with a rubber or other stamp, or bearing pen marks or writing of any kind, or having anything printed on them otherwise than by the authority of Government), (b) separated from embossed envelops, postcards or wrappers, (c) torn or cut, or (d) otherwise rendered imperfect, will not be recognised in payment of postage or any postal fees. Such stamps when found affixed to a postal article, or document will not be defaced but a remark stating why they have been ignored will be written on the article, or document. v Embossed envelops, whether cut open or not, may be used as wrappers for newspapers, etc., but registration envelopes may not be used for the transmission of unregistered articles
404/1 – 404 /2		v Forged Currency Notes must be dealt as per provisions of RBI v If the coins were received from the public, the broken pieces, or the voucher with the sum stated in it, should be made over to the official who received the coins, and this official should be required to pay the face value of the coins v The Directors at Mumbai GPO, Kolkata GPO & Chief Postmaster Chennai GPO, Postmasters of the Head Offices at Delhi, New Delhi, Bangalore, Shillong, Cuttack, Jaipur, Hyderabad, Ambala, Nagpur, Patna & Lucknow are authorised to cut / break counterfeit coins discovered at their offices. v As a general rule, official responsible for accepting from the public counterfeit coins is required to make good their value except when the counterfeit is so clearly made that it cannot be detected with ordinary care & there is no negligence on the part of the official accepting the coin. v The Reserve Bank has authorised the State Bank of India at all its offices to impound forged currency and bank notes
405- 417		v The general rules for printing and binding will be found in the pamphlet Rules for Printing and Binding, 1986 Edition, issued by GOI v No books, pamphlets or correction memos, or such like matter will be printed without the prior sanction of the DG v The only printed forms authorised for general use in the Department are those given in the Book of Standard Printed Forms and the Postal Books v  No new form can be introduced and no existing form may be altered without the prior sanction of the Director-General. v A-4 Size Publications are recommended v Translations in local Indian languages of notices announcing changes in rates, rules regarding abbreviated addresses, deposit system etc., may be printed at local presses by Heads of Circles v The Head of a Circle may add questions to the standard forms of inspection report to meet local requirements
Boss Links
Sl	Link
1	(https://www.indiapost.gov.in/VAS/Pages/AboutUs/Organisation.aspx)
2	https://edu-thala.blogspot.com/2022/01/the-offences-and-sections-of-indian.html
3	You Tube Video Content - https://youtu.be/9a_5oTrWsBE