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All India Mail Survey of Post Offices 2021 | Methodology for All India Live Mail Survey | All India Mail Survey for the year 2021 may be conducted in September 2021

All India Mail Survey-2021

The Annual “All India Mail Survey" for the year 2021 may be conducted in September 2021

1. on the prescribed pattern for this purpose. The survey may be carried out separately in Urban and Rural Post Offices.

2. For the year 2021, “All India Rural Mail Survey may be conducted on 17.09.2021 and the "Urban Mail Survey" may be conducted on 24.09.2021. The methodology of the survey will remain the same and is enclosed/attached at Annexure-x.

3. Each Circle will consolidate the survey results received from Regional Offices/ Division in the Proforma(s) given as Annexure 'C' and 'C-1' in respect of both Rural and Urban mail survey for each category of mail, and forward the reports to this Directorate latest by 20.10.2021. Norms for transmission and delivery of mail as annexure-Y, work sheet as annexure-Z, and other Annexures ie 'A', 'B', 'B1' are enclosed for guidance.

4. The data so collected, should be thoroughly scrutinized at the Circle level before being forwarded to the Directorate. The nature of action taken subsequently to eliminate delay in transit and delivery of mail shall be communicated accordingly. All efforts should be made for accurate compilation of the data,

5. As soon as the results of the survey are compiled, Circles may also take necessary action to analyze the data and review the mail arrangement wherever needed.

6. Receipt of this memo may be acknowledged to Sh. Pramod Kumar, SO (Mails), Mail Operations Division, Dak Bhawan, New Delhi via mail at

Methodology for All India Live Mail Survey

The following methodology would be adopted for the survey:-

1. The Rural Survey will be conducted on the designated dates at the selected Post Offices throughout the country. For the Rural Mail Survey, one delivery post office in each post sub-division from amongst the rural post offices should be identified by the Divisional Superintendent

2. The Urban Mail Survey will be conducted on designated dates. For the Urban Mail Survey, one delivery post office in each post Sub-division, from amongst the urban post offices should be identified by the Divisional Superintendent.

3. The survey should be carried out in respect of letters, parcels and 2nd class mail. For this purpose, 25% of mail in each category, with clear date stamp impression, should be taken as random sample for survey. Mail received at Sub Post Offices and meant for delivery through Branch Post Offices should also be included in the sample

4. After collecting the sample from the total mail, those emanating from the same district, same circle, neighboring circles and distant circles should be segregated and further separated category-wise.

5. The date of posting should be identified from the post marks and based on this the transit time taken should be worked out. The letters which do not bear legible post marks should not be taken into account for the survey.

6. Each article should be categorized under D+1, D+2,D+3, D+4,D+5 and D+6 & above for same district, same circle, neighboring and distant circles, and details be filed in the relevant column of the work sheet (copy enclosed).

7. Based on the transit norms for mail already available with the Circle (copy enclosed), the articles which have been received beyond the transit norms should be identifiedThereafter, the data should be incorporated in Proforma Annex-A, and sent to the Divisional Superintendent for further analysis. 

If the mail arrangements are such that the articles received in a Sub-Post Office are delivered in branch Post Office on the day following the day of their receipt at the Sub-Post Office, one more day should be added to the transit time for such mail.

8. The stations from where the large numbers of articles are received with delay should be identified and the mail routes checked to pinpoint the cause of delay.

9. In each Postal Division, Division, a task force, comprising officials of the level ASP/SDI/PRIS/SPM/DY. PM and the Postmaster/SPM, will be constituted by the Divisional Superintendent for conducting the mail survey.

An official from the CO/RO, neighboring RMS Division viz: APMG/AD/SSRM/SRM/DY, SRMASRM from amongst the official available should be nominated by the Circle Office/Regional Office to monitor the survey at close quarters.

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