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Capturing of Mobile Number is mandatory while Booking Accountable Postal Mails Articles at Post Office Counter

Subject: Regarding mandatory capturing of mobile number of sender and addressee at the time of booking of accountable mails at Post Office Counter.

Download mandatory capturing of mobile number of sender and addressee at the time of booking of accountable mails at Post Office Counter in PDF

No.30- 1612022-D Government of India Ministry of Communications Department of Posts Mail Business (Development & Operations) Division Dak Bhawan, Sansad Marg, New Delhi-l10001 Dated :26.l0.2023

To, The All CPMsG,

This has reference to this office communication of even number dated 26.09.2023 wherein detailed guidelines of capturing of mobile number of sender and addressee at the time of booking was conveyed to the Circles. (copy attached)

2. The mandatory capturing of mobile number of sender and addressee has been enabled in POS version 4.9 which has recently been rolled out in all post offices across the country. Standard Operating Procedure (SOP) of mandatory capturing of mobile number of sender and addressee at the time of booking in POS version 4.9 is also attached with this letter.

3. It is once again requested to communicate the instructions issued for mandatory capturing of mobile number ofsender and addressee among the field staff to avoid any issues at the time of booking of mail at counters.

( Prateek) ADG (Mail Operations)


No.30- 1612022-D

Government of India Ministry of Com munications Department of Posts Mail Business (Development & Operations) Division Dak Bhawan, Sansad Marg, New Delhi-l10001 Dated :26.09.2023

To, The All CPMsG,


Subiect: Regarding mandatorv capturing of mobile number of sender and addressee at the time of booking of accountable mail


This has reference to various communication received from the customers and some circles regarding mandatory capturing of mobile number of sender and addressee at the time of booking of accountable bulk/retail mail.

2. In the existing Point of Sale application, there are fields which enable the end user to capture the mobile number of sender and addressee. However, it is not mandatory. Consequently, the percentage of articles booked at counters which have the data entered is very low. The nonavailability of the mobile number of sender and addressee in the system hampers the effectiveness of the functionality to send SMS alerts for different stages from booking to delivery.

2.1 Mandatory capturing of mobile number of sender and addressee will provide the fbllowing benefits:

a) Customer will get the instant messages during various stages fiom booking to delivery.

b) Customer may instantly react to any wrong routing of his article during transtnission, fake rernarks such as door locked, addressee absent etc. given by the delivery staff.

c) lt will allow the postman to reach out to the addressee in case of incomplete, incorrect or illegible addressee details mentioned on the article.

3. Based upon the discussion held with all stake holders and examining the law in force in this regard it has been decided by the competent authority that:

(i) Mandatory capturing of mobile number of sender and addressee at the time of booking of bulklretail articles will be included in next point of sale version 4.9 expected to be release in last week of September 2023

(ii) Capturing of mobile number at the time of booking will be started immediately after launch of next version of point of sale application Exceptions are provided for the following situations:

a) Addressee mobile number in case of International Articles

b) Addressee mobile number in case of articles addressed to the offices of Central/State Govt. offices, Banks, Semi Government Organizations, Central/State Govt. PSUs (Central Govt/State Govt), all educational boards, Central Vigilance Commission, All Coufts., organizations,, institutions, firms etc.,

c) sender mobile number when article is being booked by Central/State Govt. offices, Banks, Semi Government Organizations, Central/State Govt. PSUs (Central Govt/State Govt), all educational boards, Central Vigilance Commission, All Courts, organizations, institutions,, firms etc.,,

d) Sender mobile number in case of articles address to Central Vigilance Commission (CVC) under Public Interest Disclosure and Protection of Informer (PIDPI) will also be optional.

e) When a customer refuses to provide his/her mobile number, they should be briefed about the benefits of the same. However, if they insist, booking would proceed without capturing the mobile number.

4.2 In the scenarios of the exceptions detailed above, "1234567890" will be entered in the system as durnrny rnobile nurnber at the time of booking of accountable mail. The usage of the same will be monitored centrally.

5. An external and internal campaign should be organized in each Circle to sensitize the Bulk Customers, retail customers and counter PAs about the benefits of providing and capturing mobile numbers at the time of booking


(Dushyant Mudgal) DDG (Mail Operations)

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