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Mail System

Mail System - Policy 

 

This mail system has been designed to streamline the procedure resulting in prompt and efficient disposal of internal and postal mail receipt and dispatch.

SYSTEM

INTER UNIT MAIL RECEIPT AND DESPATCH

Departments of _________ are required to drop the Mail in a box kept in HRM department by 5.00 p.m. every day.  The total Mail will be placed in a bag, which will go to Horn Division, Delhi everyday by Company vehicle.

________ is also required to drop the Mail of their unit in the HRM department of __________.

The bag containing Mail of _________, all Divisions, and mails shall be delivered by the vehicle driver at F Division security gate.

The Mail shall be sent by HRM department of F Division to respective units through Company vehicle. The vehicle driver will deliver the same at _________ reception. The receptionist will segregate the mail for respective Units and the concern units will collect the same from _________ reception. For delivery of mails to Delhi the same procedures will be followed.

The Mail received from other units i.e. ________, Lighting Division, mails shall be kept in the bag & the bag will be sent to __________ everyday by company vehicle.         

For the Mail of _____________, they have to send their office boys to collect the Mail from ______________.

POSTAL MAIL RECEIPT

HRM will receive all the postal mail ordinary, registered, telegrams, post parcels or courier mail. If any mail is received at security gate, the security person at gate shall immediately forward it to HRM department.

The mail will be segregated in two categories:

(A) Personal Mail   -   Post cards, inland envelopes marked in personal names.

(B) OfficialMail       -  Others than above

The personal mail shall not be opened and the receipt stamp shall be put on the mail. The Office boys from HRM department shall distribute the personal mail to various staff members and the mail of operator category shall be kept along with Employee entrance gate.

The mail marked confidential shall not be opened and the receipt stamp should be put on the envelope only.

The government mail should be stamped for receipt on documents as well as envelopes. The envelopes of government mail should be attached to the mail.

The details of mail will be entered in inward Mail Register. UPC/Courier /Regd. Letter/Govt. Letters must be entered in Mail Register.

 

POSTAL MAIL DESPATCH

All the staff shall prepare the mail, shall leave it in the appropriate shelf of OUTWARD POSTAL MAIL TRAY kept in the HRM department. The mail should have the distinct address and mention of Regd., AD, through Courier, if so.

The mail particulars shall be entered in Outward Mail Register. Courier mail details shall be recorded in a separate register.

The Office boys from HRM department shall take the mail to post office every day. He will obtain the receipts for Registered Letter/Parcel and hand over to HRM Department. The HRM Department will enter the postage charges in Outward Mail Register and attach the slip with the respective page for records.

The HRM department shall fix the courier service provider, the person from courier service will be handed over the mail and obtain the acknowledgement from him.

The courier company should be selected and standardized in view of their services and charges.

HRM will verify the Courier bills with Courier Mail Register before payment and the payment should be made only for the mail for which POD (Proof of Delivery) has been received. The Courier should be advised to raise monthly bills only those documents, for which POD has been received.

 

 

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