Short Notes on Mail products for PA/SA and Postman and Mailguard Examination
MAILS
01.Traditional products,
02. premium products.
Processing, Transmission and delivery of mail are the core activities of department of posts.
TRADITIONAL MAIL PRODUCTS:-
Traditional mail are divided into 10 categories they are,
ð Letters,
ð Inland Letter Cards (ILC),
ð Post cards,
ð Book packets,
ð Book packets containing printed books,
ð Book packet containing periodicals,
ð Blind literature packets (BLP),
ð Sample and patters packets,
ð Registered news paper (RNP),
The mail items are further classified as FIRST CLASS MAIL and SECOND CLASS MAIL for the purpose of providing Air lift. The first three of the above are first class mail and get air lifted, whichever available free of charge. The next seven items are second class mail and are moved terrestrially. For airlifting the second class mail air surcharge has to be paid.
01 LETTERS
MAXIMUM WEIGHT 2 KGs
Charges for first 20 grams Rs 5/-, and subsequent Rs 5/- for every 20 grams . registration charges Rs 17/-.
A letter means any communication, which is enclosed in an envelope and addressed.
All envelops must have flap at the top on the back of the longer side and not at the right or the left.
Envelop should be made of paper of the following thickness, and paper used for envelop should be of minimum 70GSM.
MINIMUM 0.08mm
MAXIMUM 0.18mm
The director general may prescribe that every letter having contents of a specified nature and posted at or addressed to such places as the director general may notify, shall be accompanied by a declaration in such form as may be prescribed by the director general.
SIZE PRESCRIBED MINIMUM MAXIMUM
Any single diameter (ROLL FORM) 10 cm 80 cm
Length + twice the diameter 17 cm 100 cm
If letter is in NOT IN ROLL FORM 11* 7 cm 60 mm
Length + twice the diameter -- 90 cm
02.INLAND LETTER CARD (ILC)
Communication is contained on a sheet of paper with prescribed size and folding. Inland letter card is used for transmission with in india only.
MAXIMUM WEIGHT : 05 Grams.
Rate of postage for ILC is Rs 2.50/-.
Maximum weight for privately manufacture inland letter card should not exceed 03 Grams.
Inland letter card shall be paper of 70 GSM .
Letter cards of private manufacture suitably folded and closed on all sides through gumming or any other effective process, may be conveyed by post, provided the dimensions and other conditions mentioned in this rule are complied with.
UN FOLD CONDITION :
Maximum 30 * 21 cm
Minimum 28.2 * 18.2 cm
Flap Letter card will have three flaps, one each on the left and right side not exceeding 1.5 cm by 10 cm and another on the top side not exceeding 1.5 cm by 21 cm. Flaps are not required if the inland letter card can be closed by any other effective process.
FOLD CONDITION :
Maximum 21 * 10 cm
Minimum 15.2 * 9 cm
03.POST CARDS
Post card is an open communication on on a card of prescribed size. Post cards are used for transmission within India only.
Post card is available in two varieties : SINGLE POST CARD and REPLY POST CARD.
Dimensions of post card : 14 * 9 cm (length and breadth).
Privately manufactured post cards shall not be thinner or more flexible than an embossed post card, and will have the same size and thickness of embossed post card.
There are other varieties of post cards also such as
PRINTED POST CARD
Post card containing communication recorded by printing, cyclostyling or by any other mechanical process are classified as “PRINTED POST CARDS”. Printed matter includes printed pictures also.
Open communication on a card of prescribed size.
Available in single and reply post card.
Dimensions 14 * 9 cm ( length and breadth).
MEGHDOOT POST CARD
The portion next to the address is available for advertisement in four colours.
Open communication on a card of prescribed size, meghdoot post card available in single and reply post card.
Dimensions 14 * 9 cm ( length and breadth).
RATES OF POST CARDS
Single post card Rs 0.50/-
Reply post card Rs 1.00/-
Printed post card Rs 6.00/-
Meghdoot post card Rs 0.25/-
Competition post card Rs 10.00/-.
GREETING POST CARD
These cards come ready with pre paid postage envelops thereby eliminating the need to affix stamps.
Greeting cards are available at all major post offices.
Greeting card is an innovative product of india post, comprises of a card with envelop with preprinted postage stamps upon the envelop. The envelop contains multi coloured embossed stamp ( which is miniature replica of the design that appears upon the card) of 5 cm * 4 cm * 3 cm of the denominations of Rs 5.00/- written on the stamp.
DIMENSIONS
SMALL SIZE CARD 10.5 cm * 16.5 cm
LARGE SIZE CARD 12 cm * 18.5 cm
THERE ARE 56 DESIGNS AVAILABLE RIGHT NOW
PRICING
SMALL SIZE CARD RS 14/- per card inclusive of Rs 5/- postage.
LARGE SIZE CARD RS 17/- per card inclusive of Rs 5/- postage.
04 BOOK PACKETS
Maximum weight 5 kgs
Book packet when sent in card form whether folded or not, shall be neither thinner nor more flexible than inland post cards.
SIZE PRESCRIBED MINIMUM MAXIMUM
In ROLL FORM length 10 cm 80 cm
total length + two diameters 17 cm 100 cm
other than rool form 10 * 7 cm 60 * 30 * 30 cm
There shall be no personal communication enclosed or written up on a book packet.
It shall not contain any paper money, postage or other stamps, cheque etc.
Exception : it may contain stamped self addressed post card or letter or wrapper.
RATES OF POSTAGE FOR BOOK PACKET
ð For the first 50 grams or fraction there of -- Rs 4.00/-
ð For every additional 50 grams or fraction there of -- Rs 3.00/-
Specifications are same as for book packet. It shall not contain any publication published in regular intervals. No advertisements permitted.
RATES OF POSTAGE FOR BOOK PACKET CONTAINING PRINTED BOOKS
ð For the first 100 grams or fraction there of -- Rs 1.00/-
ð For every additional 100 grams or fraction there of -- Rs 1.00/-
The contents shall be periodicals registered with the “Registrar of news papers in india”. The first or last page of the periodical shall have the superscription “Registered with the registrar of news papers in india under the serial number :-______” printed on it.
RATES FOR BOOK PACKET CONTAINING PERIODICALS
Value of periodicals | For first 100 grams | For additional 100 grams or part there of |
Upto Rs 20/- | Rs 2.00/- | Rs 3.00/- |
Above Rs 20/- and upto Rs 50/- | Rs 4.00/- | Rs 5.00/- |
Above Rs 50/- and upto Rs 100/- | Rs 8.00/- | Rs 9.00/- |
PATTERN AND SAMPLE PACKETS
It may contain bona fide trade patterns or samples of merchandise not having any saleable value together with or without any matter which may be sent as a book packet
Specifications same as in the case of book packets.
Maximum weight of sample packet is 2 kgs.
BLIND LITERATURE PACKET
India post allows free transmission of blind literature packet upto 7 kilograms. Papers of any kind, periodicals and books impressed in “Braille” or other special type for the use of blind are allowed to be transmitted by post as blind literature packets.
ð It must be sent by or to a blind person. No written or printed communication should be enclosed except.
ð The title and table of contents.
ð The key or instructions.
ð A label for return of the packet.
ð These are exempted from payment of postage, fee for registration and acknowledgement. However air surcharge will be lev9ied wherever necessary.
REGISTERED NEWS PAPER
A registered news paper is a publication consisting wholly or in great part of political or other news, with or with out advertisement. It is published in large numbers at intervals of not more than 31 days.
It should have bonafide list of subscribers.
The registration number allotted to the news paper should be printed on the top of the front page of the news paper preceded by the word “Registered”.
Registration is valid upto the end of third calendar year.
If such news paper is registered in the office of the superintendent or senior superintendent of post offices of the area where news paper is to be published, it will be treated as “registered news paper” for concessional rates of postage. There is no fee for registration.
Application for renewal should be submitted in advance before 30th September in which the registration is to expire. ( the late fee is Rs 50/- if applied after 30th September but before 31st December and Rs 100/- if it is received after expiry date).
SINGLE COPY
ð Upto 50 grams Rs 0.25.
ð Above 50 grams and upto 100 grams Rs 0.50.
ð Every additional 100 grams Rs 0.20.
BUNDLE (more than one copy)
ð Upto 100 grams Rs 0.50.
ð Every additional 100 grams Rs 0.20.
PARCELS
Anything can be sent in a parcel except articles whose transmission is prohibited. It can be contain single communication to the addressee of the parcel. If the parcel is suspected to contain other than the permitted communication, it will be opened in the presence of addressee or his authorized agent, and each written communication will be charged on delivery with double the letter postage. If the addressee refuses to pay the charges, the parcel will be returned to the sender from whom the charge will not be recovered.
ð Weight of unregistered parcel should not exceed 4 kgs.
ð Weight of registered parcel is 10 kgs ( if posted or addressed to branch post office),
20 kgs in other cases.
ð The length of a parcel should not exceed 1 meter and length and girth combined should not exceed 1.80 meters.
ð Home delivery charges are Rs 5.00/- per kg above 5 kgs.
ð No parcel shall be that, by reason of its shape, manner of packing or any other features, it cannot be carried by post without serious inconvenience or risk.
TARIFF:-
Upto 500 grams Rs 19/-.
Every additional 500 grams Rs 16/-.
Registration charge Rs 17/-.
AIR SURCHARGE :-
Upto 50 grams Rs 2.00/-.
Every additional 50 grams Rs 1.00/-.
INSURANCE FEE :-
Upto Rs 200/- Rs 10.00/-.
For every additional Rs 100/- Rs 6.00/-.
ð Insurance covers all risks during the course of transmission by post.
ð Registered letters, value payable letters (VPL), registered parcels, value payable parcels (VPP) are insured.
ð Branch offices are allowed to book upto the value of Rs 600/-, other offices can book upto the value of Rs 1 lakh.
ð Insured value should not exceed the value of the article insured.
ð When articles having intrinsic value such as gold and currency notes are sent they should be insured for the actual value of the contents.
ð The article to be enclosed in a strong cover sealed by means of identical seals, so that it cannot be tampered without breaking the seals or in a special water tear resistant and tamper evident special cover.
VALUE PAYABLE CHARGES :-
Not exceeding Rs 20/-. Rs 2.00/-.
Exceeding Rs 20/-, but not exceeding Rs 50/-. Rs 3.00
For every additional Rs 50/- Rs 5.00/-.
REGISTRATION
To provide secure transmission of customers articles. A record is kept at all stages the article passes through. Also the registered articles are transmitted , under special precautions.
Articles which can be registered | Registration is compulsory |
Letters, Letter cards, Post cards, Book and pattern packets, Blind literature packet, Parcels and news papers | Any parcel exceeding 4 kg weight, Any insured article, Any parcel addressed to a place for which a customs declaration is required, Any articles containing bank notes, cheque, coin, bank post bill etc., Any article bearing the word “registered” on the cover, Any value payable articles.
|
ð An article intended for registration must be presented at the window of the post office. A receipt will be given to the person who presents an article for registration at the post office window during the hours prescribed for posting registered article.
ð Registration of mail involves maintenance of record for the articles throughout its journey from collection to delivery. Registration of postal articles is optional for the senders. But in some cases, registration is compulsory.
ð Registered articles are delivered under acquittance to the addressees. In case of loss, delay or damage, the exact point is traceable.
Registration tariff :-
· Postage according to the class of the article
· Registration fee -- Rs 17/-
· Acknowledgment fee (optional) --- Rs 3/-.
PREMIUM PRODUCTS
SPEED POST :-
Speed post, the market leader in the domestic industry, provides express and time bound delivery of letters and parcels weighing upto 35 kg in india. Speed post has by far the widest network delivering to every address in the country.
ð Insurance of consignments upto Rs 1 lakh.
ð 24 hrs booking facility available in selected post offices in major cities.
ð Online track and trace service to track your consignments from booking to delivery.
ð Receive SMS on your registered mobile number when your consignment is received at the delivery post office and a confirmation SMS upon delivery.
ð Corporate and bulk customers may avail free collection from their premises through on- call or regular collection service.
ð Book now pay later (BNPL) facility is also available for corporate and contract customers.
ð Huge discounts for corporate and other regular customers.
ð Cash on delivery service for e commerce and online sellers.
SPEED POST DISCOUNT RATES
Amount per month | Discount rate |
50,000 TO 5,00,000 | 10% |
5,00,001 TO 25,00,000 | 15% |
25,00,001 TO 1,00,00,000 | 20% |
1,00,00,001 TO 5,00,00,000 | 25% |
5,00,00,000 ABOVE | 30% |
ð 1% additional discount to those customers who either avail advance deposit facility or make payment at the time of booking.
ð 2% additional discount for customers having monthly revenue more than 25 lakhs who either avail advance deposit facility or make payment at the time of booking.
ð Booking data is to be made available to the booking office in electronic format as prescribed.
ð In case booking data received with a paper manifest only without soft copy, the discount would be reduced by half.
Discount for daily walk in customers
Daily revenue | Discount rate for speed post |
RS 2,000/- TO Rs 1,00,000/- | 5% |
Above Rs 1,00,000 | 10% |
Applicable with the same sender’s address, irrespective of number of bookings in a day
SPEED POST RATES (EXCLUDE GST)
WEIGHT | LOCAL | UPTO 200 Km | 201 TO 1000Km | 1001 TO 2000Km | ABOVE 2000 Km |
UPTO 50 grams | 15 | 35 | 35 | 35 | 35 |
51 TO 200 grams | 25 | 35 | 40 | 60 | 70 |
201 TO 500 grams | 30 | 50 | 60 | 80 | 90 |
Every additional 500 grams | 10 | 15 | 30 | 40 | 50 |
EXPRESS PARCEL :-
ð Is premium air express and time bound parcel service.
ð Available through out the country.
ð Can be booked from 0.5 kgs to 20 kgs for individual customers, and 35 kgs for contractual customers.
ð Online track and trace service to track your consignments from booking to delivery.
ð All express parcels are delivered at your doorstep.
ð Pick up service is provided for contractual customers from their premises.
ð Attractive volume based discounts for both contractual and individual customers.
ð VP facility, upto Rs 5000/- available on express parcel for retail customers,
ð Bulk customers, especially e – commerce customers can avail of cash on delivery facility for upto Rs 50000/-.
Tariff of Express Parcel
DISCOUNTINUED FROM 18.11.2019.
Weight Slab | Upto 500 grams | Every additional 500 grams upto 5 Kilograms | Every additional 500 grams above 5 Kilograms |
Local | Rs.30 | Rs.8 | Rs.10 |
Within State | Rs.50 | Rs.14 | Rs.16 |
Neighboring State | Rs.60 | Rs.18 | Rs.20 |
Other State | Rs.80 | Rs.20 | Rs.22 |
Between Metro and Sate Capital* | Rs.70 | Rs.18 | Rs.20 |
BUSINESS POST :-
Business post provides complete mailing solutions right from mail preparation to mail delivery, ideal for small businesses as well as large companies. Customers can choose from a range of cost effective and professional mailing service, including printing, collating, inserting, sealing, and addressing to meet their specific business needs.
India post has set up business post centres in major cities specially to handle business post consignments. Business post service can also be set up in the counters premises where the mail volumes are very large.
BUSINESS POST OFFERS A RANGE OF SERVICES AT AFFORDABLE RATES
ACTIVITY | CHARGE (IN Rs) |
Collection from premises | 0.30 |
Franking | 0.40 |
Addressing | 0.50 |
Sealing | 0.20 |
For inserting (per insertion) | 0.20 |
For folding before insertion | 0.10 |
For continuous stationary that requires cutting | 0.05 |
For pasting pre gummed computerized address label | 0.05 |
For pasting not pre gummed computerized address label | 0.10 |
For insertions that are to be matched with address on the envelope | 0.15 |
Special handling for articles weighing upto 100 gram | 0.30 |
Special handling for every additional 100 grams | 0.20 |
Special delivery/ other value additions | As per customers interest separetly. |
e – Post :-
in the recent past, internet and e-mail have revolutionized the world of communications major problem for many people, especially in the rural areas. In its endeavor to me digital divide, department of posts has introduced ePOST service.
Through epost. Customers can send their message to any address in India through a network of more than 1,55,000 post offices. epost sends messages delivered to the addressee in the form of hard copy. epost cost just Rs 10/- per page.
ePOST can also be available by the corporate customers, by having a business agree rates and other value additions.
BILL MAIL SERVICE :-
Communication in the nature of financial statements, bills, monthly account bills, any such other items of similar nature may be posted by a service providers to customers at least once in 90 days under this service.
The bill mail service does not include communication in the nature of letter mail or having personal communication or exclusive commercial publicity material inclusion. ( those permitted under direct post) are permitted at Rs 0.25 per insertion.
The minimum quantity of articles to be posted at a time is 5000. Rate of postage will be Rs 3.00/- for a weight not exceeding 50 grams and Rs 2.00/- for every additional 50 grams.
The mails will be received at identified location provided bill mail shall be fully sorted pin code wise and bundled delivery post office wise. There is no credit facility.
DIRECT POST :-
With the increasing commercial activity in India, the need for Direct Advertising of their products and services by the business organizations is growing. Direct Mail, which can be defined as ‘printed matter usually carrying a sales message or announcement designed to elicit a response from a carefully selected consumer or business market’ is the most potent medium for Direct Advertising. In the advanced countries, Direct Mail now constitutes a pre dominant portion of mail traffic handled by Postal administrations. Direct mail can be both addressed as well as un-addressed. Direct Post is the un-addressed component of Direct Mail, and would comprise of un-addressed postal articles like letters, cards, brochures, questionnaires, pamphlets, samples, promotional items like CDs/floppies and Cassettes etc., coupons, posters, mailers or any other form of printed communication that is not prohibited by the Indian Post Office Act 1898 or Indian Post Office Rules 1933.
The Direct Post has been introduced by Department of Posts vide its OM no. 39-01/2001-BDD dated 2nd June 2005.
Conditions for availing Direct Post:
Only un-addressed postal articles like letters, cards, brochures, questionnaires, pamphlets, samples, promotional items like CDs/floppies and Cassettes etc., coupons, posters, mailers or any other form of printed communication that is not prohibited by the Indian Post Office Act 1898 or Indian Post Office Rules 1933.
A minimum quantity of 1000 pieces can be accepted under the ‘Direct Post’.
Articles to be accepted have to be such that they do not exceed the length and width of an A3 size paper.
Articles posted as ‘Direct Post’ will bear no address or name on the communication. These will be accepted in bulk in designated offices and will not be posted in a letter box.
In case of articles meant for delivery in other towns, Direct Post articles would be accepted in PIN Code wise bundles.
CHARGES FOR DIRECT POST
The price for the Direct Post articles is as follows | |||
| Per Article for 1st 20 grams | Per article (for every additional 20 grams or part thereof) | |
Local | Inter City | ||
Price of 1 Direct Post article | INR 1.50 | INR 2.00 | INR 1.00For both local and inter-city articles |
Where Direct Post articles are tendered in quantities of over 50,000, a discount to the sender, or commission to the concerned advertising agency, of 5% would be admissible.
CASH ON DELIVERY (COD) :-
In order to meet the requirement of bilk customers for collection of amount for costlier goods, cash on delivery facility is available which provides collection of amount upto Rs 50000/- at the time of delivery of consignments.
Cash on delivery facility shall be available to express parcel, business parcel and speed post customers subject to the following conditions
ð Customer is a contractual customer and has agreement with the department for transmission cash on delivery article.
ð Amount specified for recovery from addressee in the case of any such postal article shall not exceed fifty thousand rupees (Rs 50000/-) and shall not include a fraction of rupee.
ð Such articles do not contain coupons, tickets, certificates or introductions.
ð In addition to postage, insurance fee wherever leviable, the sender of the postal article intended to be transmitted by post as cash on delivery article shall be required to pay the following additional fee on delivery of such postal article:
ADDITIONAL FEE:
Amount to be recovered from addressee | Schedule of fee |
Upto Rs 5,000/- | 2% of the amount recovered or Rs 50/- whichever is more |
Above Rs 5,000/- | Rs 100/- + 1% of amount exceeding Rs 5,000/-. |
The above fee shall be exclusive of taxes and the taxes, if leviable have to be paid extra as notified by the central government from time to time.
ð Insurance of cash on delivery article shall not be compulsory irrespective of amount of recovery from addressee.
CASH ON DELIVERY (COD) BENEFITS :-
ð Fast, safe and economical solution for collection of amount of goods at the time of its delivery and its remittance to senders.
ð Insurance of cash on delivery articles shall not be compulsory irrespective of amount of recovery from addressee.
ð Amount recovered from addresses on delivery of such article by post, shall be remitted to the sender through epayment.
ð Address specific delivery article can be delivered to any person at the address on realization of requisite amount.
ð Compensation policy for the delayed delivery of cash on delivery consignment or in case of loss/damage/abstraction will be same as in case of express parcel/business parcel/speed post.
BOOK NOW PAY LATER (BNPL) :-
Bulk customer is eligible for credit facility provided he enters in to an agreement with the department. Bulk customer is defined as anyone who provides Rs10,000/- worth of speed post business in a calendar month at a speed post booking office.
The bulk customer choosing to avail credit facility will apply to designated authority in the prescribed format. The bulk customer will have to enter into an agreement with the designated authority. On getting approval, the customer shall have to produce bank guarantee. The contract will be applicable for a period of one year and approving authority shall renew the contract on an annual basis.
The BNPL bill will be prepared on a monthly basis (calendar month) by the office of posting. The bill will be raised by 7th day of following month (bill date). The bulk customer shall pay the bill amount in full on or before the last day of the month (due date).
In the case of customer fails to make the payment of the due date, penalty at the rate of 12% per annum on the amount of bill amount shall be imposed on the bill date. In case , the bulk customer chooses not to avail the credit facility and to make full payment at the time of speed post articles , he/she will be eligible for discount of the speed post business provided by him in a calendar month is Rs 50,000/- and above or more.
LOGISTIC POST :-
Logistic post provides business customers a cost effective and efficient solution, which manages the entire value chain from collection to storage to transmission to distribution across the country.
ð Customers can send their consignments either in full truck load (FTL), or less than a truck load (LTL).
ð One parcel or multi parcels, based in their requirements. It is flexible and convenient logistic post uses a special network for carrying and delivering packages and consignments across the nation.
ð It moves the shipments by road, rail and air and ensures safe and timely delivery.
ð Exclusive logistics post canters have been established across the country to service your transmission and distribution needs.
ð Consignments are transmitted by road, rail and air depending upon the requirements of the customer.
ð Warehousing options for storage of consignments prior to dispatch/delivery available for customers.
ð Order processing and order management solutions also available that takes a “whole of business” approach. Logistic post will make the entire logistics operations smooth by providing “pick and pack” facilities based on specific requirements of the customers.
ð Each consignment will be packed with the specific goods, as desired by the customer.
Flat rate boxes
India Post offers high quality corrugated boxes under Flat Rate Parcel Service. Flat Rate Parcel Service ensures safe and secure delivery of consignments for any destination in India. Taking all the efforts and worry away from the customers, Flat Rate Parcel delivers convenience and trustworthiness. The service is suitable for domestic and business needs. Flat Rate Parcels are transmitted by air to provide faster and efficient delivery of parcels.
Since its inception, India Post focused on enhancing the customer experience and convenience. As a part of this endeavor, it has added this reliable, fast and economical service to its service portfolio. Flat Rate Parcel is value for money that offers the best distribution solution to its customers.
Affordable
Flat Rate Parcel is easy and economical. It will provide an added convenience to the customers by offering them Flat Rate Parcel boxes in different weight slabs as per their requirements.
Secure
Flat Rate Parcel assures safe delivery of your parcels. Our secure dispatch and delivery solutions are coupled with our comprehensive nationwide network. We provide our customers with real competitive advantage.
Flat Rate Parcel Features
ð Flat Rate Parcel is an air express service which includes high quality boxes as part of postage charges.
ð One India One Rate – Delivery anywhere in India
ð It’s easier, economical, faster, efficient and reliable.
ð Enhancing convenience with readily available high quality corrugate packaging material. It’s hassle-free to pack and dispatch.
Flat Rate Parcel Tariff Flat Rate Parcel Boxes size | Dimension of boxes (in mm) | Weight (in Kg.) | Domestic Tariff (in Rs.)
| International Tariff (in Rs.)
|
Small- S | 250x50x300 | 0 to 1 Kg | 125/- | 1000/- |
Medium- M | 250x100x300 | Above 1 to 2.5 Kg | 200/- | 1500/- |
Large- L | 300x250x200 | Above 2.5 to 5 Kg | 400/- | 2500/- |
Source : SA Post
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