International mail

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Introduction International Mail

◦ Postal articles Sender and recipient in different countries

◦ Governed by international treaties Universal Postal Convention Bilateral and multilateral treaties International Contracts

◦ Involves multiple agencies Posts, customs, ports etc

◦ Involves accounting for all classes of mail◦ Is essentially import and export

Remittances◦ Money orders◦ Giro transfers◦ SWIFT transfers

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International Mail Business Categories:

◦ Letter Post items(LC/AO) upto 2 kgs Letters Postcards Printed Papers Small Packets Blind Literature(7kgs) Bulk (M) Bags upto 30 kgs(includes Bags containing newspapers,

periodicals, books etc to one addressee)◦ Postal Parcels upto 20 kgs◦ Flat Rate Boxes◦ Express Mail Service(EMS)- Fastest possible postal service◦ WorldNet Express

Surface, Air and Surface Airlift Services(SAL)

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Governance Governed by PO Guide part II

Based on IPO Rules 1933 Universal Postal Convention

Letter & Parcel Post Regulations EMS Manual

Governed by all Import & Export Laws DGFT Circulars Prohibitions & Restrictions DGCA Restrictions for airmail

Based on ICAO& IATA Rules

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Financials India Post gets for delivering postal articles:

SDR 4.049 for 1 kg of LC/AO mail 0.6 SDR Extra for each Registered letter 1 SDR Extra for each Insured article Minimum of 3.5 SDR for EMS Document Minimum of 5 SDR for EMS Merchandise Almost 7 SDR's for a Parcel

Pay similar amounts to other countries Revenue Potential is tremendous

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Checks at point of Booking Most critical Check and inform customer of service features

Existence of service EMS or SAL service may not be available to a country Wrongly booked article will lead to a grievance and

added cost Registration- A value addition to a low value

service• What can be registered- Only LC/AO mails

• Made accountable and trackable by giving a number

• All other services like Parcels and EMS are already accountable

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Checks at point of Booking(Contd.)

Correct Barcoding For Parcels starting with C and ending with IN For insured Parcels starting with CV For EMS starting with E and ending with IN For Registered Letters starting with R For Insured letters starting with V These have ISO and Postal technical standards

For articles with Barcodes Booking data is captured online – Called Event A Is transmitted through IPS to foreign countries. Allows end 2 end tracking

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Checks at point of Booking(Contd.)

Effects of Wrong Barcoding: Article cant be tracked

Ends up at the wrong Office of Exchange The Office of Exchange in India or abroad will change the

barcode The Department may have to pay penalty to the foreign

postal operator May end up paying EMS Rates for a registered letter!

If there's no Barcode A penalty of 1 SDR per article for Registered letters is

applicable For EMS and Parcels- They are treated as non-

accountable Revenue is lost due to this

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Checks at point of Booking(Contd.)

Customs Declaration All articles should have a CN22/CN23

CN 22 for value less than SDR 300 CN23- Multiple copies(depends on Country)

Sender advised to check prohibitions/ restrictions Booking official should know the importance For merchandise commercial invoices a must Customs related issues are senders responsibility

Our duty to facilitate Article without declarations can be delayed

and confiscated

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Checks at point of Booking(Contd.)

Packaging Parcels should not be packed in cloth Documents should be in secure envelopes

Address Complete in English Telephone number Post code

Address of the sender is Indian in case of large quantities

Additional charges in other cases- Called remailing

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Effects of Correct Booking

Proper channel is ensured Tracking possible Delays in Customs clearance eliminated

Timely delivery is ensured Accounting is facilitated Leads to customer satisfaction and growth in Business

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Office of Exchange A post office or sorting office or section

which exchanges mails with offices in foreign countries

Delhi, Mumbai, Kolkata, Chennai and Kochi◦ Foreign Post Offices- OE for Parcels◦ Airmail Sorting Divisions- OE for Letter Post◦ SPCC’s- OE For EMS

Foreign Post Office- OE with Customs facility OE’s can change

◦ Need to be notified to the IB, UPU

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Office of Exchange Receives mail Checks that all requirements are fulfilled

◦ Weight and dimensions◦ Service◦ Postage◦ Customs declaration◦ Barcode◦ Remailing

Presents to customs for examination Sorts Prepares Letter/Parcel Bill/EMS Manifest

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Office of Exchange Bags the mail Prepares delivery bills to be given to carrier Despatches the mail to carriers Compiles the data on Bills for accounting

◦ With foreign postal operators◦ With airlines and shipping companies.

Ensures data updation on IPS Receives mails from Carriers Checks against Delivery bills/Letter Bills etc Compiles inward bills for accounts Replies to inquiries from abroad Checks routing efficiency through trial note

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Inward Articles

For all categories of mail: Delivery standards are published from arrival at

Office of Exchange in India Offices of Exchange are defined Latest time of arrival for delivery standards to

apply defined

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Letter Post Inward quality Issues in Delivery

◦ In Post Offices, special care on ensuring foreign articles are not delayed Checks by PRI(P) Checks by Postmasters Checks at time of inspection

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Barcoded Inward Articles- Quality

EMS Parcels

◦ Including insured Registered Letters Insured Letters Prescribed Events to be captured

◦ Transmitted through IPS ◦ Within prescribed norms

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Event description Event A- Booking of article Event B- Receipt at outward OE Event C- Despatch from Outward OE Event D- Receipt at inward OE Event E- Transfer to Customs Event F- Release from customs/despatch from Inward

OE Event G- Receipt at delivery office Event H- Attempted delivery Event I – Delivery to addressee

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IPS web client – main page

• Access the site by entering the addresshttp://www.ptcmysore.gov.in/ipsweb• Enter the user name and password assigned

for the PO• The main page appears as in figure in next

slide

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Screenshot of main page

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Recording unsuccessful delivery

• Select the tab EMS, letters or parcel as the case may be

• Click the link Inbound – Items – Record unsuccessful delivery to get the page

• Scan the identifier, select the date, reason for non delivery and measure taken and click Add button

• Repeat this for all the articles returned undelivered• On completion click Store• The screen shot of data entry page is in next slide

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Screen shot of event H

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Recording final delivery events

• Select the tab EMS, letters or parcel as the case may be• Click the link Inbound – Items – Record final delivery to

get the page• Enter the article number delivered and select the date of

delivery• Enter the name of signatory and location and click Add • Repeat the process for all articles and on completion

click Store• The data entry page is in next slide

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Screen shot of Event I

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