POST OFFICE GUIDE - PART I

METHOD OF ADDRESS, CERTIFICATE OF POSTING AND RECALL OF ARICLES POSTED

Correct Addressing for Postal Correspondence

Correctly addressing correspondence significantly facilitates smooth processing and

timely delivery, while delays and mistakes often result from incomplete or incorrect
addresses. An address should be complete and precise to ensure the seamless
transmission of mail to its intended recipient without requiring additional inquiry. Here are
essential guidelines the public should follow to assist the Post Office in accurate and
efficient delivery:

1. Placement of Address:

o Write the address parallel to the length of the envelope.

o Place it in the lower half towards the right-hand side of the front.

o Leave a clear margin of at least 3 cm at the top for postage stamps, labels,
postmarks, and other postal indications.

2. Post Town and PIN Code:

o Write the post town in block letters and use the approved spelling as listed
in the List of Post Offices (Part III).

o Underline the post town name for emphasis.

o Write the post town’s PIN Code below it for precise delivery routing.

Additional Guidelines for Correct Postal Addressing

To further enhance the accuracy of postal delivery, especially in cases with special
considerations, follow these guidelines:

1. District Specification:

o When multiple Post towns share the same name and if the PIN is not
provided, include the District name.

o If the District and Post town share the same name, add the State’s name for
clarity.

o Avoid using route indications like “via.”

2. Foreign Addressing:

o For international mail, write the address using Roman letters and Arabic
numerals to ensure readability and standardization.

3. Sender's Address:

o It is recommended to include the sender's address, preferably in the lower

left corner of the address side or, if space does not permit, on the reverse
side of the article.
 o Clearly mark the sender’s information to prevent confusion with the
recipient’s details.

4. Special Postal Classes:

o If the article qualifies for concessional rates (e.g., "Book-Post" or "Blind

Literature"), label the class on the top of the address side.

o For bulky letter packets that may appear similar to other types of packets,
label them as “Letter” on the address side to avoid misclassification.

5. Mail Delivery for High Government Officials:

o Certain officials, like the President, Prime Minister, and Ministers, receive
their mail wherever they are on tour within India.

o For such officials, address the mail directly to their camp (as per Clause 206)
without mentioning any specific Post town to facilitate accurate delivery in
transit.

Addressing Mail for Defence Services Personnel

For efficient and accurate delivery of mail to Defence Services personnel in the Army and
Air Force, follow these specific addressing guidelines when sending through Army Post
Offices (APO):

1. Address Particulars:

o Include the following details in the address:

 Service Number

 Rank

 Name

 Unit of the recipient

2. APO Designation:

o Use designated APO addresses such as "56 A.P.O." or "99 A.P.O." for mail
delivery.

o Do not include any additional Post town in the address, as APOs operate
independently for Defence Services delivery.

Special Addressing Guidelines for Navy Personnel and Indefinite Addresses

1. Addressing Mail for Navy Personnel on I.N.S. Ships

For Navy personnel stationed on Indian Naval Ships (I.N.S.), use the following format to
ensure accurate delivery through the Fleet Mail Office:

 Address Components:

o Include the service number, rank, and any other identifying details of the
addressee.

o State the specific name of the ship on which the Navy personnel is serving.

 Fleet Mail Office:

 o Address the mail as c/o Fleet Mail Office, Bombay.

2. Indefinite Addresses

Mail articles require a clear and specific address for delivery. The Post Office will not
deliver items that lack a definite address, which include:

 Generalized Addresses:

o Addresses intended for a group of people rather than a specific individual

or firm.

 Incomplete or Ambiguous Names:

o Addresses with only initials, numbers, fictitious names, or first names

without surnames are considered indefinite.

 Requirements for Delivery:

o To be deliverable, the address must include:

 A clear indication of a specific person, firm, or exact location (e.g., a

particular house, post box, or street number).

o Exclusions:

 Items addressed generally (e.g., to initials or conventional marks)

and directed only to a Post Office, "Poste Restante," or the care of a
postmaster will not be delivered.

The following are examples of definite and indefinite addresses:-

In the case of articles for delivery in the In the case of articles for delivery in the
urban areas rural areas
Name of addressee Name of addressee
Profession, if any Father’s or husband’s name
Number and/or name of the House, and name
Profession, if any
of the street or Road
No. of house, if any, along with the name of
Name of the locality or Mohalla
street if any
Name of the village and Thana, Firka, Hobli,
Post Box No., if any
etc.
Name of the Post Office of delivery and the
Name of the Post Town and PIN-Code
PIN-Code
Name of the Taluk or Tahsil (Not necessary
Name of the District and State
if correct PIN is written)
Name of the District and State (Not
necessary if correct PIN is written)
Addressing Requirements for Registered, Insured, and Value-Payable Mail

For parcels, money orders, or articles using the Registration, Insurance, or Value-
Payable services, a specific addressing format is required to ensure acceptance and
delivery:

1. Definite Address Requirement:

o Articles must be addressed to a specific person or firm.

o General or indefinite addresses will not be accepted for these services.

2. Post Box Addressing:

o Articles can be addressed to a post box, but only under these conditions:

 The post box must be registered in the name of the person or firm
specified as the addressee.

 The post office where the post box is registered should be clearly
indicated.

3. Verification at Delivery Office:

o At the delivery office, if there is no registered post box under the

addressee’s name or if the addressee is no longer renting the post box, the
article will be returned to the sender.

Importance of Including the Sender's Address and Address Details for International
Correspondents

To improve handling and facilitate the return of undelivered mail, the following
recommendations apply:

1. Sender’s Address on Articles

 Placement: Write the sender's name, address, and PIN code in the lower left-hand
corner of the item.

 Purpose: This enables the Post Office to return undelivered articles directly to the
sender, unopened and without delay.

 Importance for Registered and Unregistered Parcels: Especially crucial for

registered mail and unregistered parcels, as a large number of undelivered items
lacking sender details are destroyed each year at Returned Letter Offices.

 Photographic Items: When sending photographs by packet post, write the

sender's name and address on the back of the photograph for additional security.

2. Address Format for International Correspondence

 When providing addresses to correspondents abroad, it is recommended to

include the State name in India.

 This helps ensure accurate routing and delivery when mail is sent from other
countries to India.

Certificate of Posting
The Certificate of Posting serves as a proof that a letter or other postal article has been
posted. However, it is important to understand the following aspects:

1. Purpose of Issuance:

o The certificate provides assurance to the public that items entrusted to

servants or messengers for posting have indeed been posted.

2. Limitations:

o The certificate does not guarantee:

 That the articles were fully prepaid with postage stamps.

 Dispatch on the same day, unless the articles are handed in before
the last mail dispatch for that destination.

3. Handling of Articles:

o Articles for which the certificate is issued are not registered and are treated
the same as if posted in a regular letterbox.

4. No Compensation or Proof:

o In case of loss, damage, or delay, the certificate does not entitle the sender
to compensation.

o The certificate does not provide any proof regarding the contents of the
article.

Procedure for Obtaining a Certificate of Posting

A Certificate of Posting can be obtained for any postal article that does not already come
with a receipt from the post office, under the following conditions:

1. Conditions for Obtaining a Certificate

 Presentation:

o The certificate, written in ink, must be presented to an officer on duty along

with the postal articles.

o This must occur during the hours fixed for the issuance of such certificates.

 Address Copy:

o The certificate must contain an exact copy of the addresses on the articles
to which it relates.

o A postage stamp(s) or the impression from a licensed franking machine

must be affixed to pay the required fee.

 Number of Articles:

o The number of articles must be clearly written in words at the bottom of the
certificate.

o A maximum of three articles can be entered in a single certificate, and the

articles must be presented along with the certificate.

2. Post Office Verification Process

  The duty officer will verify the details and obliterate the postage stamps.

 A date stamp indicating the time and date of posting will be impressed on the
certificate.

 Certificates with any overwriting, alteration, or correction in the total number of

articles will not be accepted.

3. Additional Notes

 Plain Paper Usage: Certificates can be prepared on plain paper, provided they
contain the necessary entries and stamps as required.

 Exclusions:

o Certificates of posting are not issued for letters posted in train or steamer
letterboxes or for redirected articles.

Redelivery and Alteration of Address of Postal Articles

Under certain circumstances, the sender of a postal article posted in India can request the
withdrawal or alteration of the address of the article, provided that specific conditions and
procedures are met.

1. Conditions for Withdrawal or Alteration of Address

 A sender may recall or alter the address of a postal article if:

o (a) The article has not been delivered to the addressee.

o (b) The article has not been confiscated or destroyed by the competent
authorities in the country where it is currently located.

o (c) The article has not been seized under any law of the destination country.

2. Authority to Approve Withdrawal or Address Alteration

 Articles can only be recalled or have their addresses altered by:

o Central Government, Director-General, Postmaster-General, or other

authorized authorities (e.g., first-class Postmaster or Superintendent of Post
Offices of the area).

3. Application Process

 The sender, or someone authorized in writing by the sender, must apply for the
recall or address alteration.

 The application must be submitted to the relevant authority either directly or

through a post office officer in charge.

 Foreign Addressed Articles: Applications for articles addressed to foreign

countries are entertained only for countries notified by the Director-General.

 Sealed Statement Requirement: The application must be accompanied by a

statement indicating the reasons for the request (this can be in a sealed cover,
which will only be opened by the authorized authority).

4. Fees and Payment

  The application must include the prescribed fee, paid in the form of postage
stamps affixed to the application.

 If several postal articles are involved (posted at the same time, from the same office,
by the same sender, and to the same addressee), they will be treated as one article
for calculating the fee.

 No Refunds: Fees paid for these services are non-refundable under any
circumstances.

5. Special Requirements for Insured or Registered Articles

 A copy of the original receipt from the post office must accompany the application
for insured or registered articles.

6. Request for Air Mail or Telegraph Communication

 The sender may request that communications required for recalling the article or
altering its address be transmitted via air mail or telegraph, with the sender liable
for the related charges.

 If the article is returned or redirected by air mail, the sender or addressee must
pay the necessary air surcharge, which becomes the property of the delivering
administration.

7. Liability

 The Central Government assumes no liability for misdelivery of an article, even

if an application for withdrawal or address alteration has been made.

8. Simple Address Corrections

 A sender may directly request a simple correction of the address (without

changing the name or status of the addressee) from the destination office.

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