SOP on Gyan Post Services in Department of Posts

Standard Operating Procedure for Gyan Posts in Post Office

1. Introduction of New Mail Product – Gyan Post

Purpose: A specialized postal service for sending books and study materials under the Department of Posts.

Key Features:

Track and trace via online service.
Address-specific delivery with proof of posting/receipt (on request).
Transmission via surface mode only; weight limits: 300g (min) – 5kg (max).
Available for retail booking at post offices.

2. Eligible Items & Conditions

Permitted Items:

Books/textbooks prescribed by recognized educational boards/universities.
Competitive exam materials, social/cultural/religious literature (lawfully published).

Prohibited Items:

Periodicals (e.g., magazines, journals).
Commercial/business books, price lists, personal letters.
Advertisements (except incidental book lists).

Packaging Rules:

Must be labeled "Gyan Post" externally.
Unfastened envelopes/covers for easy inspection.

3. Weight, Dimensions & Postage Rates

Weight Limits: 300g – 5kg.

Dimensions:

Roll Form: Max length 800mm; sum of length + twice diameter ≤ 1000mm.
Non-Roll Form: Max 600x300x300mm.

Postage Rates (₹):

Weight Rate

Up to 300g 20

301–500g 25

501g–1kg 35

1kg–2kg 50

2kg–3kg 65

3kg–4kg 80

4kg–5kg 100

Weight	Rate
Up to 300g	20
301–500g	25
501g–1kg	35
1kg–2kg	50
2kg–3kg	65
3kg–4kg	80
4kg–5kg	100

4. Value-Added Services

Optional: Registration, Proof of Delivery, Insurance (extra fees apply).

5. Booking Procedure

Submission:

Present item at POS counter with sender/receiver details (including PIN code).
Counter PA verifies packaging, eligibility, and legibility of addresses.

Payment:

Postage + optional service fees collected via cash/debit/Demand Draft.

Receipt:

Two-part receipt generated: one for sender, one affixed to the item.
Includes tracking number, weight, amount, and office details.

6. Transmission & Delivery

Transmission: Handled as Parcel Post.

Delivery Process:

Postmen deliver to addressee’s address (signature required).
Undelivered items returned to sender with remarks.

Proof of Delivery:

Sender pays extra fee for signed acknowledgment.

7. Record-Keeping & Compliance

Documents Maintained:

Daily transaction reports, bag manifests, delivery abstracts.

Supervisor’s Role:

Verify all entries, ensure dispatch on the same day, and initial records.

8. Special Cases

Misdirected Items: Rerouted electronically.
Undelivered/Refused Items: Returned to sender or sent to RLO (Returned Letter Office).

Key Notes:

Inspection: Items violating conditions reclassified as "India Post Parcel – Retail" with double postage charges.
Regional Languages: Addresses in Hindi/regional languages translated to English by counter PA.

Summary: Gyan Post is a cost-effective, education-focused postal service with strict eligibility and packaging rules, designed for secure transmission of academic materials.