Postal Manual Vol. VIII - India Post

Superintendent should instruct the office of issue to issue a duplicate money order in accordance
with Rule 298 of the P&T Manual, Volume VI.
If in the latter case the action results in a double payment, the recovery of the amount
would be made from the official responsible for not sending a reply within 10 days. Statements of
complaints should be submitted monthly by the Superintendent to the Head of the Circle. A blank
statement should not be submitted when there are no entries to be made in it, but a memorandum
should be sent saying that no statement has been submitted, because it would have seen blank.
NOTE.- If any Postmaster or Sub Postmaster, in the Lower Selection Grade has been authorised to
deal with complaints direct, the statement of complaints received from them should be included in the
Divisional Office statements before submission to the Head of the Circle. These statements must be
examined carefully to ensure that appropriate action is being taken in the conduct of enquiry and the
complaints are disposed of expeditiously.
194/2. Register of loss/fraud/misappropriation .- A register of
loss/fraud/misappropriation in the form given below should be maintained by the Superintendent
to show a continuous record of cases occuring in his jurisdiction in seven sections (four only in the
case of R.M.S. Division) as follows:-
1- Registered articles (including V.P. articles which are not Insured).
2- Insured articles( including insured V.P. articles)
3- Money orders (including Telegraphic money orders and V.P. money orders)
4- Savings Bank accounts (including D.S.B. accounts, etc.)
5- Post Office Certificates.
6- Misappropriation of cash or stamps.
7- Miscellaneous (thefts of articles etc.)
NOTE.- Sections 3,4 and 5 need not be maintained in the registers of RMS
Superintendents. A copy of this register should be sent to the Heads of Circles at the close of every
month.
2. When an official is transferred, or deputed, for a period exceeding three months
from one Division to another, the Superintendent of the former Division should forward,
confidentially, to the Superintendent of the latter, in a service registered cover, extracts, if any,
relating to the official concerned from the register of losses.
Form M-89 (Revised)
Register of Loss and Fraud cases
1- Serial Number.
2- Case mark of the Divisional Office (or Head Office)
3- Case mark of the Circle Office.
4- Nature of loss or fraud and modus operandi.
5- Date on and office / section at which the fraud came to light.
6- Month and year of occurrence of the loss or fraud (where the exact time cannot be fixed, the
approximate time may be mentioned).
7- Amount of loss.
(a) involved.
(b) proved and admitted.
8- Amount written off.