Postal Manual Vol. VIII - India Post

(2) Similarly, the Superintendent of Post Offices is required to send to the Head of the
Circle a corrected copy of the List of Indian Post Offices so as to reach him on or before 10 th April
each year. The corrections should embrace particulars concerning all Head, Sub and Branch Post
Offices under the Superintendent’s control as on 31 st March, as well as any inaccuracies that may
be observed in the publication. The corrected copy should be sent under a covering letter signed by
the Superintendent himself stating that he has personally seen the corrections.
Superintendents of Post Offices
204. Register of lines and stages.- (1) a register of lines and stages in form M.-40 should
be maintained by the Superintendent for his division. Entries should be made in the register in the
alphabetical order and where a line traverses two divisions, each Superintendent should record it
throughout its length. It is of special importance that the register should be kept corrected up to
date.
(2) The Superintendent should furnish a copy of the register to the Head of the Circle,
omitting from the “Remarks” column all information useful for divisional offices only. All
changes in the register should be communicated to the Head of the Circle by means of a copy of
the memorandum of alterations issued.
Superintendents, R.M.S.
205. Examination of daily reports.-(1) Record clerks will submit to the Superintendent
their own daily reports (MS.-58) together with those of head sorters, mail guards and mail agents
(MS.-83 and MS.-84). The Superintendent should insist on the punctual submission of these
reports and examine them on the dates of receipt. He should himself write on the daily reports the
orders passed in each case. The examination of the daily reports may be carried out by the
Assistant Superintendent when the Superintendent is out on tour, but in such cases the Assistant
Superintendent must submit to the Superintendent such of the reports as contain serious
irregularities and unusual occurrences for his information and orders, after taking the preliminary
action necessary in each case.
(2) Whenever a sorter, mail guard or van peon is ordered to do extra duty in place of an
absent official, the fact, will be reported by the record clerk in his daily report along with full
particulars of the absentee. The Superintendent must satisfy himself that the absence of the official
was really unavoidable and due to circumstances beyond his control and that extra expenditure in
the shape of extra duty allowance had to be incurred in the interest of the public service. Should
there be any reason to believe that the official’s absence was premeditated due to carelessness or a
desire on the part of the absentee to shirk work, careful enquiries should at once be instituted and,
it is found to the satisfaction of the Superintendent, that the official’s absence was unjustifiable, the
whole of the expense incurred in providing a substitute should be recovered from him after
observing the usual statutory formalities.
206. Verbal explanations.- The Superintendent or, in his absence, the Assistant
Superintendent should, as far as possible, avail himself of the presence of the sorters on the
attendance days of sets, to obtain verbal explanations from them before they leave the record office
and pass the necessary orders at once. Written explanation should only be insisted on in important
cases.
207. Deleted.