Postal Manual Vol. VIII - India Post

326. Diary and correspondence – (1) When a Sorting Assistant Superintendent or a
Sorting Inspector attached to a Circle Office or Assistant Superintendent attached to the divisional
office is absent from headquarters, he must submit daily to his immediate superior a brief note of
the work done by him. In this note, he should mention the train by which he travelled, the section
or office visited or inspected, the time spent in the mail van or office, and the result of any
investigation entrusted to him. Any irregularities noticed or suggestions in regard to improvements
in sorting arrangements, etc. should be communicated to the Head of the Circle or the
Superintendent as the case may be, in the form of office notes and memoranda.
(2) A sub-divisional Inspector must submit to the Superintendent on the 1 st , 8 th , 16 th and
24 th of each month, a diary for the preceeding week in which he should describe briefly each day’s
work. The form of diary [Genl. 2(5)] contains full instructions as to what should be entered in it.
(3) The entries in the diary under the head “General Report” must be numbered in a
consecutive series: such entries as it may be necessary to communicate to other officers (including
the Inspector’s own Superintendent) should be copied on a form of extract (M.S.-26) which should
be assigned the same number as the entry to which it appears in the diary. The extract reports
should be disposed of daily i.e. forwarded with the necessary endorsements to the officers
concerned, the endorsements being copied against the corresponding entries in the diary above the
Inspector’s initials and the date of disposal. The irregularities noted under head “ Mails examined”
should also be numbered in a consecutive series and reported direct to the postmaster, in the case
or first class head offices, and to the Superintendent concerned in the case of offices and sections,
on a postcard in the prescribed form. Reports relating to matters requiring the Superintendent’s
personal orders should be endorsed to him.
(4) Ordinarily, the diary and such extracts therefrom as a sub-divisional Inspector cannot
himself dispose of should be the only communications addressed by him to the Superintendent,
and separate reports by letter should be submitted only in special cases or when called for. The
Inspector will be supplied with a carbonic copying book in the prescribed form the copies retained
in which will serve as an outward register of his correspondence.
(5) The Inspector must avoid the despatch of unnecessary telegrams and should attend
strictly to the instructions relating to the despatch of telegrams on service.
327. Monthly summary – (1) To his diary for the last of every month, the Inspector of a
sub-division should attach a summary in form (Inspn.9) of the work done by himself during the
month. From this summary, the Superintendent will judge of the Inspector’s work and capacity.
Care should, therefore, be devoted to making the summary as complete as possible.
(2)If the Superintendent has made any remarks in his review which the Inspector should
see, a copy of the remarks will be sent to him.
328. Travelling allowance bill- (1) The travelling allowance bill (T.R. 25) of a Sorting
Assistant Superintendent or Sorting Inspector attached to a circle office or Assistant
Superintendent R.M.S. attached to a divisional office should be submitted to his immediate
superior on the 1 st of the month succeeding that in which the allowance is earned.
(2)The travelling allowance bill (T.R. 25) of a sub-divisional Inspector should be submitted
to the Superintendent attached to his diary for the last week of the month.
329.Circulars issued by Director –General and Postmasters General - All Circulars
issued by the Director – General or the Postmaster General should be filed by the Sub-Divisional
Inspector in guard books care being taken to correct or cancel previous Circulars on receipt of