Postal Manual Vol. VIII - India Post

300. Inspection of post offices. – (1) The Inspector must inspect, twice every twelve
months, such sub-offices in his sub- division as are assigned to him by the Superintendent and all
branch offices except those that are inspected by the Superintendent under rule 238.
(2) In carrying out the inspections, the Inspector should be guided by the instructions
contained in the rule cited in the preceeding paragraph and the copy of the remarks in the order
book (MS-8) should be submitted to the Superintendent.
NOTE 1. – See Rule 21.
NOTE 2.- The Inspector need not travel on Sundays or inspect Sundays and Post Office holidays but
this refers only to ordinary routine business and does not warrant the postponement of anything urgent, such
as an enquiry into a complaint or criminal charge. The restriction is, however, permissive and not
mandatory.
NOTE 3 - The Inspector may authorize the return to the stock depot of unserviceable or surplus
articles from all offices inspected by him and also the transfer of articles of stock from one branch office to
another, a report being submitted at once to the superintendent. When inspecting a branch office the
Inspector should prepare and submit direct to the stock depot an indent for any article s of stock that may be
wanted for the office. Indents, for articles of furniture should, however, be forwarded to the stock depot
through the Superintendent.
301. Order book. – (1) When the inspection or the verification of the balances of an office
is completed, the Inspector should record in the office order book (MS.-4) his remarks on the
results of the inspection or verification, noting the dates included in the period of his visit. These
remarks should be clear and complete and should include all irregularities noticed and instructions
given whether on the points referred to in the standard questions or on any other points which may
have come to the Inspector’s notice in the course of the inspection. In the case of a head office or
selection grade sub-office, the remarks in the order book should be confined only to the
irregularities noticed and should not contain any instruction to the head postmaster or selection
grade sub-postmaster. The remarks in the order book should be signed and dated by the Inspector.
(2) The Inspector should, at each inspection, examine the office order book, to see whether
it is in good order and that the pages are complete, and should also satisfy himself that any action
required on the part of the office by the orders or remarks recorded at the last inspection was
promptly taken.
302. Periodical inspection of mail lines. – (1) Mail lines must be inspected twice every
twelve months at intervals of about six months. The inspections will be made by either the
Superintendent or Inspector; but ordinarily only the less important mail lines will be inspected by
the Inspector. The inspections of mail lines should, as a rule, be carried out during the course of a
tour, and the result should be noted in the diary. The following questions will suggest the points to
which enquiries should be specially directed :-
(a) Are the runners’ huts suitably situated on the side of the road? Are
they in good repair; and do the runners live in them?
(b) Is the number of runners sufficient?
(c) If the weight of mails is excessive can it be reduced by using smaller bags or diverting a
portion of the mails to other lines?